Question

Your company, Policy Plan Insurance Services, is a 120-employee insurance claims processor based in Milwaukee. Policy Plan has engaged Midwest Sparkleen for interior and exterior cleaning for the past five years. Midwest Sparkleen did exemplary work for the first four years, but after a change of ownership last year, the level of service has plummeted. Offices are no longer cleaned thoroughly, you've had to call the company at least six times to remind them to take care of spills and other messes that they are supposed to address routinely, and they have left toxic cleaning chemicals in a public hallway on several occasions. You have spoken with the owner about your concerns twice in the past three months, but his assurances that service would improve have not resulted in any noticeable improvements. When the evening cleaning crew forgot to lock the lobby door last Thursday - leaving your entire facility vulnerable to theft from midnight until 8:00 a.m. Friday morning - you decided it was time for a change. Write a letter to Jason Allred, owner of Midwest Sparkleen, 4000 South Howell Avenue, Milwaukee, WI 53207, telling him that PolicyPlan will not be renewing its annual cleaning contract with Midwest Sparkleen when the current contract expires at the end of this month. Reference the examples identified above, and keep the tone of your letter professional.

Answer 1

POLICYPLAN INSURANCE

Tel 123-456-7890

[email protected]

Policyplaninsurance.com

March 24, 2014

Jason Allred

Midwest Sparkleen

4000 South Howell Avenue, Milwaukee, WI 53207

Dear Mr. Allred,

As your records will indicate PolicyPlan Insurance has been conducting business with Sparkleen for the past five years, one of which has been under your supervision.

This letter serves as written notice that PolicyPlan Insurance will not be renewing our annual cleaning contract with Midwest Sparkleen; which expires at the end of this month. Over the course of the past year, Sparkleen has failed to meet the standards agreed upon in our contract. I have contacted the company over six times reminding the staff to take care of spills and other messes which are to be addressed routinely as per our contract. In addition to the negligence of daily messes around the office, on more than one occasion Sparkleen’s offices has irresponsibly left toxic cleaning chemicals in the hallway.

Recently, it was brought to my attention that last Thursday (01-02-03) an egregious error was made when the Sparkleen cleaning crew forgot to lock the facilities up, leaving our building vulnerable to theft from midnight Thursday until 8:00 a.m. Friday.

This is inacceptable because of the negligence of Sparkleen’s staff thousands of PolicyPlan’s client’s personal insurance information was left vulnerable. You can imagine the liability and position this mistake placed on the company property and confidential records. At this point, after contacting you personally twice beforehand and the promise of better service left lingering, PolicyPlan Insurance is no longer able to do business with Sparkleen.

Sincerely,

Larry Leever

POLICYPLAN INSURANCE