Assignment # 4 (10%) – Negative Letter

COMM 2710, Business Writing Strategies

Assignment Directions

Last month, Ms. Knox surprised the staff by having all the computers and software updated to the
newest version. Employees were extremely happy about this because many of the computers were
out-of-date, and it was becoming difficult to keep up with the times.

Unfortunately, as with many computer upgrades, the transition was not as smooth as everyone had
hoped. Important information was lost when updating the information management system and it
resulted in many suppliers not getting paid on time this month. Ms. Knox has informed you that this
issue may take some time to rectify, and it is possible that more vendors may receive a late payment
next month.

In the meantime, she asks you to do the accounting manually and to inform the suppliers that the
company is in strong financial shape and this is a technical issue, not a financial one.

Your Task: Draft a form letter for Ms. Knox to send to the vendors explaining that problems with
the new information management system are responsible for the delays in payment.
Incorporate specific language and timelines where possible.
Hint: Give the vendors only the details that they need to know. Avoid negative language as
much as possible.
 INT
UITIVE
DESIGNS
KNOX COMPANY LTD.
Knox Company Ltd.
150 Toronto Street
Uxbridge, ON L9P 4J4

11 March 2021

Dear Valued Vendors,

We at the Know Company Ltd. are pleased to announce that we are updating our technology
systems to better serve our customers. The upgrade to the new system will be complete by the
end of the month and includes new computers and software. Due to the transition process,
some payments to our vendors may be delayed next month.

Please, contact our Accounting Department Manager, Amy Levine, at (905) 852-8872 ext. 132
with any questions or concerns regarding late vendor payments. Thank you for patience and
continued support of the Knox Company as we navigate our business into the new decade.

Sincerely,

Jane Knox
Jane Knox
CEO of Knox Company Ltd.

(905) 852 -8872

info@knoxcompany.ca

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