Explanation

[Your Name]

[Your Designation]

[Your Department]

[Organization Name]

[Date]

To,

[Supervisor’s Name]

[Supervisor’s Designation]

[Organization Name]

Subject: Delay in Official Correspondence Due to Technical Issues

Dear [Sir/Madam],

I regret to inform you that the dispatch of official correspondence scheduled for [mention date, e.g., June 28, 2025] has been delayed due to unforeseen technical issues.

The primary reason for the delay is [briefly explain, e.g., a server outage affecting our email systems / a malfunction in the document printing software]. Our IT team is actively resolving the issue, and normal operations are expected to resume by [mention expected timeline, e.g., tomorrow, June 29, 2025].

To mitigate the impact:

• 1. Urgent communications are being prioritized and sent via alternate methods (e.g., physical copies).
• 2. Recipients are being notified individually about the delay.

I sincerely apologize for the inconvenience caused and assure you that all pending correspondence will be expedited once the systems are restored. Kindly let me know if any interim arrangements are required.

Thank you for your understanding.

Yours sincerely,

[Your Name]

[Your Contact Information]