Maintaining a product or service is one of the important tasks in running a business smoothly. On and off maintenance is the requirement of every business firm especially when you are offering services it needs to be addressed and managed properly. Like human beings require their monthly checkups by the doctors, in the same way, are the machines designed by humans which help them cater to the needs of their customers.
Non-maintenance of products or services will result in poor quality and a damaged reputation in the long run so it is very important for businesses to look after their assets as they play an essential role in business development. But before going into a lengthy procedure of maintenance any responsible firm will inform its customers (for service providers) of the maintenance and if it is only related to a specific department of an organization, then the key employees working in that department must be informed well before the time of the maintenance.
This document through which any customer or an employee is informed well before time about any maintenance which needs to be scheduled for a specific period of time is known as the maintenance schedule letter.
In the letter, the specific group of employees or customers (for service providers) are informed of the maintenance which needs to be done. In the letter, the date of starting the procedure is duly mentioned. The number of days for which the customers or the employees may have to adjust themselves with the ongoing maintenance is also mentioned.
If you are an employee working in an organization and your department needs some maintenance, it is possible that you are shifted to some other place during the time of maintenance from where you can continue your work as before. And if you are a customer you will have to bear the nonavailability of the service during the maintenance.
The question here is why do you need to inform before? The answer is simple. It is a business necessity to carry out a maintenance procedure whenever it is needed. As everyone is a part of the business so all relate bodies must be well informed of the maintenance so that they are mentally prepared for the process which is to start.
Second, for employees working in an organization, the company may offer an alternate plan for work so it does not affect their working in any manner. The related employees can take all their necessary stuff with them and continue work from another place for the time being.
For customers, any reputable firm will never want to lose its customers so to keep them enjoying their service it will maintain it and will inform them before taking any step.
Sample letter
Mr. James
Head IT Department
ABC.
Mr. John.
Head Accounts department
XYZ.
Dated: 16th December, 20XX
Subject: Maintenance schedule for [X]
Dear Mr. John,
You are well aware of the ongoing internet issue within the organization. We had previously tried to resolve the issue but nothing helped. Now, we will have to go for maintenance work in the IT department. The maintenance will start from next week Monday and will continue for a period of 4 days i.e., on Friday you will be able to resume work activities as before.
During the maintenance schedule, the servers will be shut down due to which you may face difficulty in your work and for this reason, all the employees working in your department will be shifted to the second floor of the company from where you will continue with your work to avoid any work delays.
This will be a time of difficulty for all of us but with co-operation, time will pass. Things will come back to normal. A detailed letter telling the exact schedule will be given to you very soon. Thank you for your co-operation.
Yours Sincerely,
Mr. James
Head IT Department
ABC.
