System Upgrade Notification Letter

What is system upgrade notification and how to write one?

When you want to perform any type of maintenance on your system that may affect users experience then you need to notify them of your planned activity so that they can be prepared. System upgrade is one of the many types of system maintenance that may also include service interruption.

System Upgrade Checklist:

Note down the list of things that you may need to communicate to your users.
  • What date and time is the maintenance taking place?

  • What systems are affected?

  • How long will the upgrade take?

  • Who will be affected?

  • Will there be any downtime?

  • How long is the downtime?

  • Are there alternatives during downtime?

  • What to expect once the upgrade has completed?

  • Whom to report to in case of issues following the upgrade?

    • Now that you have the list of topics to talk about let us put these thoughts into an example.

Sample letter:

Dear All,

In our best efforts to provide an excellent service to all of our users, we are planning to perform system upgrade on [some date] at [some time]. The process will take around 30 minutes.

During the upgrade, system operations will not be available but you can still work on the offline data without issues.

Once the upgrade is completed, you may notice a few changes in the interface which are explained in the manual attached.

Please report any issues to the technical support team. We apologize for any inconvenience this may cause and we promise to do our best to complete this task perfectly in the shortest time possible.


System Upgrade Notification Letter