Explanatory Letter Outline
Professional Explanatory Letter Outline
September 18, 2050
Rachel Anderson
Head of Client Relations
Global Media Solutions
7810 Park Avenue
Los Angeles, CA 90017
Dear Rachel Anderson,
I am writing to provide a detailed explanation regarding the recent delay in the delivery of our quarterly performance report, as requested by Global Media Solutions. This letter aims to outline the reasons behind the delay and ensure clarity on the actions we have taken to resolve the situation.
The delay occurred due to a technical issue that affected our internal reporting system. Specifically, an unexpected system outage on September 10, 2050, disrupted our ability to compile and verify the necessary data for the report. Despite our efforts to resolve the issue promptly, the complexity of the problem extended the downtime longer than anticipated.
In light of this, we immediately implemented the following steps:
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Engaged IT support to resolve the technical malfunction.
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Manually verified the affected data to ensure accuracy.
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Extended working hours for our team to finalize the report as quickly as possible.
We understand the importance of timely and accurate reporting, especially for a valued client like Global Media Solutions. To prevent future delays, we have taken further actions by upgrading our system infrastructure and implementing more frequent data backups.
Attached to this letter, you will find documentation detailing the system outage and the corresponding IT resolution process. This will provide full transparency regarding the cause and solution.
We sincerely apologize for any inconvenience caused and appreciate your understanding as we worked through this issue. Should you require further details or wish to discuss this matter in person, please feel free to contact me directly at [Your Email] or [Your Number].
Thank you for your attention to this matter.
Sincerely,
[Your Name]
Operations Manager
[Your Company Name]
[Your Number]
[Your Email]
