Employment Gap Explanation Letter: Free Template and What to Include

If you need to explain military service gap when applying for civilian jobs, a written letter is the recommended first step — it creates a clear record and shows you're pursuing the matter formally. Below is what a strong employment gap explanation letter should include.

What this letter needs to cover

• Professionally explain the period of military service
• Briefly describe skills and experience gained
• Explain why these are relevant to the role
• Address any concerns about the transition to civilian work positively

Explaining a service gap positively and clearly

Military service creates employment gaps that can look unusual on a civilian CV if not explained clearly — but framed properly, this experience often demonstrates exactly the kind of discipline, leadership, and reliability employers value. A short, clear explanatory letter or CV note prevents unnecessary confusion or assumptions during the hiring process.

What to include before you send it

• The dates of your service and, where appropriate, your role or specialism
• A brief explanation that this was full-time service, not an unexplained employment gap
• Relevant transferable skills gained — leadership, project management, technical training, or teamwork under pressure
• Confirmation of your readiness and availability for civilian employment

Turning service experience into relevant civilian language

Employers may not immediately understand specific military terminology or rank structures, so it helps to translate your experience into civilian equivalents — for example, describing a leadership role in terms of team size managed and outcomes achieved, rather than rank alone.

Frequently Asked Questions

Should I mention this in a cover letter or wait to be asked?
It's generally better to address it proactively and briefly, rather than leaving an employer to wonder about an unexplained gap on your CV.

Are there specific schemes to help with the transition to civilian employment?
Yes — the Career Transition Partnership and various veteran-focused employment schemes exist specifically to support this transition, and can be worth mentioning if you've used them.

[Your Name]
[Your Address]
[Your Postcode]
[Your Phone Number]
[Your Email Address]
[Name of Hiring Manager / Recruiter]
[Company Name]
[Company Address]
[Company Postcode]
[Date]

Dear [Name],

Subject: My military service – application for [Job Title / Reference]

My CV shows a gap in civilian work between [Month, Year] and [Month, Year]. During that time I was serving in the [e.g. British Army / Royal Navy / Royal Air Force] as a [role / rank].

In service I developed skills that fit this role:
• [e.g. Leading a team of [number] under pressure - relevant to the team leader part of this role.]
• [e.g. Planning logistics and equipment - relevant to the stock control duties.]
• [e.g. Managing risk and solving problems quickly.]

Since leaving, I have [e.g. completed a [qualification] / done a work placement with [company]] to prepare for civilian work. I am used to adapting to new environments and I am ready to bring that to your team.

I would welcome the chance to discuss my application at interview.

Yours sincerely,

[Your Signature]
[Your Printed Name]