Analysis of a Business Contract Termination Letter for Policy Plan

The assignment analyzes a business contract termination letter from Policy Plan Insurance Services to Midwest Sparkleen. The letter details the reasons for terminating the contract, including unsatisfactory cleaning services and unprofessional behavior. Policy Plan cites issues like inconsistent cleaning, failure to meet agreed-upon schedules, and a serious incident where the office lobby was left unsecured overnight. The letter emphasizes the importance of employee and customer satisfaction, and the company's decision to end the contract. It also outlines the termination process, including the continuation of services until the end of the month and the payment of outstanding dues. The letter concludes with contact information for any inquiries and expresses gratitude for the past five years of association.

Running head: LETTER FOR MAKING NEGATIVE ANNOUNCEMENT
Neil Lambart
Director,
Policy Plan Insurance Services
Milwaukee, United States.
Dated: 6 November 2017
Jason Alfred
Owner,
Midwest Sparkleen
4000 South Howell Avenue
Milwaukee, WI 53207
Dear Mr. Alfred,
With utmost respect, we would like to inform you that we would not be renewing the annual
cleaning contract with your company, Midwest Sparkleen, which is due to expire by 30
November 2017.
With 120 employees in our company, we put considerable emphasis on the hygiene and health of
all of them. It was for this reason that we engaged your company for the interior and exterior
cleaning of your company offices. The decision to form a contract with you was based on the
positive reviews we received from our reliable sources regarding your services.

Your association with us for the last five years affirmed our decision to go with you until the
replacement of Mr. Jacob Mills as the owner. The unmatched services of your company for the
last four years compelled us to extend your contract. However, the last one year of your service
did not match up to our expectations and forced us to rethink on our decision to renew the
contract. Our employees and customers found it unsatisfactory and we as a company value our
employees and customers. The offices that were supposed to be regularly cleaned as per the
terms of the contract are not cleaned. In addition to that, we had to give you five to six calls a
day to remind you of the routinely clean up to be done by your company. Our customers have
also reported of suffocation and other problems due to the spills of toxic cleaning chemicals in
the hallway found many times left by your workers.
After repeated reminder about our company’s concern and repeated assurance from you, there
was no sign of improvement in your services. We as a loyal company ignored these
unprofessional behavior. However, Thursday night’s incident confirmed our concerns regarding
your services and we no longer wish to continue with you. A careless behavior of that magnitude
is not acceptable. Our office’s lobby was left open by your evening cleaning crew the entire
night leaving our faculty exposed to theft until eight in the morning.
Being a reputed company and in service for such a long time, it was not expected from you to
commit a blunder of this level. Therefore, Policy Plan employees and board members made a
unanimous decision to discontinue the contract with your company.
Starting today, our company will not place any orders with your company. You many however
be assured that all your services due before the end of this month shall continue. In addition, our
company will clear all your outstanding dues, if any, prior to the termination of the contract.

Kindly acknowledge this letter as an official termination of your contract. In case you wish to
enquire about any issue, you may drop a message at [e-mail] or you may give
a call at 1-414-88852505.
It has been a pleasure being associated with you for five years.
Sincerely,
Neil Lambart
Director, Policy Plan Insurance Services