WRITTEN EXECUTIVE COMMUNICATION- PROJECT

Section ‘G’

ChatGPT-Based Learning Exercise - Report

Submitted to: Prof. Ranjan Kumar

Submitted by:
Abhishek (PGP39343)
Ayush Raj (PGP39353)
Khushi Singh (PGP39363)
Saiyam Jain (PGP39383)
Ujjwal Bhoria (PGP39393)
Venkat Varun Paladi (PGP39373)
 ChatGPT Version
Prompt - In March 2020, due to the outbreak of COVID-19 pandemic, lockdowns that would last
several months, began nationwide. This was a bolt-from-the-blue for the bricks-and-mortar retail
sector, which came to a sudden and grinding halt. Faced with the unforeseen prospect of zero
revenue inflows, many prominent retailers who had rented space in shopping malls and other prime
commercial locations, were forced to either renegotiate rentals or even ask for a partial or full waiver
from landlords and mall developers.

You are the Business Head of North Zone in a large national retail chain in India. The company
management has asked you to draft a letter addressed to the landlords (mall developers and
standalone commercial property owners), asking for a complete rent waiver for the entire period of
total lockdown, and a partial rent waiver for as long as COVID-induced partial lockdowns last.

In this letter, you can invoke the Force Majeure clause of the rental agreement, since the pandemic
has been declared a natural calamity by the government. The letter would be printed on the company
letterhead, signed by the MD and the CEO and hand-delivered by the store manager to the respective
landlord. A soft copy would be subsequently sent by email. Other communication channels will be
utilized prior to and in parallel with this to create buy-in and trust.

[Your Company Name]

[Company Address]

[City, State, Pin Code]

[Date]

[Landlord's Name]

[Landlord's Company/Property Name]

[Landlord's Address]

[City, State, Pin Code]

Subject: Request for Rent Waiver due to Force Majeure

Dear [Landlord's Name],

I trust this letter finds you well. I am writing to you as the Business Head of the North Zone at [Your
Company Name], and I hope this communication serves as a testament to the enduring partnership
between our esteemed organizations.

As you are aware, the COVID-19 pandemic, declared a natural calamity by the government, has had
a profound impact on businesses across the globe. The retail sector, particularly the bricks-and-
mortar segment, has faced unprecedented challenges since the nationwide lockdowns began in
March 2020.
The sudden and extended lockdowns brought our operations to a complete standstill, resulting in a
severe impact on our revenue streams. In the face of this unforeseen adversity, we have diligently
explored avenues to navigate the financial strain. However, the magnitude and duration of the
lockdowns have posed challenges that extend beyond our initial projections.

In light of the Force Majeure clause stipulated in our rental agreement, we are compelled to seek your
understanding and cooperation during these extraordinary times. The Force Majeure clause is
invoked due to the government's declaration of the pandemic as a natural calamity, beyond our
control.

Therefore, we humbly request a complete rent waiver for the entire period of the total lockdown,
acknowledging the exceptional circumstances that have profoundly affected our ability to operate and
generate revenue during this time.

Furthermore, as the situation continues to evolve with sporadic partial lockdowns, we request your
support in granting a partial rent waiver for the duration of these COVID-induced restrictions. We
understand the mutual interests and responsibilities that govern our partnership and assure you that
we are committed to resuming regular payments as soon as the situation allows.

I want to assure you that we are actively working towards restoring normalcy in our operations.
However, the continued impact of the pandemic on consumer behavior and economic activities
necessitates a collaborative effort to weather these challenging times.

We value the relationship we have built over the years and understand that these are exceptional
circumstances that require a collaborative and flexible approach. We remain optimistic that our shared
commitment to navigating this crisis will strengthen our partnership in the long run.

I would like to propose a meeting at your earliest convenience to discuss this matter further and
explore mutually beneficial solutions. Our store manager will be in touch with you shortly to coordinate
a suitable time for the meeting.

Thank you for your understanding, and we look forward to your continued support.

Sincerely,

[Your Company's Managing Director's Name]

Managing Director

Final Result

[Your Company Name]

[Company Address]

[City, State, Pin Code]

[Date]

[Landlord's Name]
[Landlord's Company/Property Name]

[Landlord's Address]

[City, State, Pin Code]

Subject: Request for Rent Waiver due to Force Majeure

Dear [Landlord's Name],

I trust this letter finds you well. I am writing to you as the Business Head of the North
Zone at [Your Company Name], and I hope this communication serves as a testament
to the enduring partnership between our esteemed organizations.

As you are aware, the COVID-19 pandemic, declared a natural calamity by the
government, has had a profound impact on businesses across the globe. The retail
sector, particularly the bricks-and-mortar segment, has faced unprecedented
challenges since the nationwide lockdowns began in March 2020.

The sudden and extended lockdowns brought our operations to a complete standstill,
resulting in a severe impact on our revenue streams . In the face of this unforeseen
adversity, we have diligently explored avenues to navigate the financial strain.
However, the magnitude and duration of the lockdowns have posed challenges that
extend beyond our initial projections.

In light of the Force Majeure clause stipulated in our rental agreement, we are
compelled to seek your understanding and cooperation during these
extraordinary times . The Force Majeure clause is invoked due to the government's
declaration of the pandemic as a natural calamity, beyond our control.

Therefore, we humbly request a complete rent waiver for the entire period of the
total lockdown, from March 2020 to [specific date] . We further request a 50% rent
reduction for each month of partial lockdown , acknowledging the exceptional
circumstances that have profoundly affected our ability to operate and generate
revenue during this time.

Furthermore, as the situation continues to evolve with sporadic partial lockdowns, we

request your support in granting a partial Furthermore, as the situation continues to
evolve with sporadic partial lockdowns, we request your support in granting a partial
rent waiver for the duration of these COVID-induced restrictions. We understand the
mutual interests and responsibilities that govern our partnership and assure you that
we are committed to resuming regular payments as soon as the situation allows.

I want to assure you that we are actively working towards restoring normalcy in our
operations. However, the continued impact of the pandemic on consumer behavior
and economic activities necessitates a collaborative effort to weather these
challenging times.

We value the relationship we have built over the years and understand that these are
exceptional circumstances that require a collaborative and flexible approach. We
remain optimistic that our shared commitment to navigating this crisis will strengthen
our partnership in the long run.
I would like to propose a meeting at your earliest convenience to discuss this matter
further and explore mutually beneficial solutions. Our representative will contact
your office within 24 hours to schedule a meeting .

Thank you for your understanding, and we look forward to your continued support.

Sincerely,

[Your Company's Managing Director's Name]

Managing Director

[Your Company's CEO's Name]

Chief Executive Officer

[Your Company Name]

[Contact Information]

[Email Address]

[Phone Number]

Appendix: Supporting Documentation for Rent Waiver Request

1. Government Declarations:

In accordance with our request for rent relief due to Force Majeure, we hereby attach
copies of relevant government notifications and declarations that classify the COVID-
19 pandemic as a natural calamity. These documents serve as evidence of the
external circumstances beyond our control, as recognized by the government.

2. Financial Impact Documentation:

To illustrate the severe impact of the pandemic on our financial standing, we submit
the following financial statements for the period affected. These statements clearly
demonstrate the decline in revenue during the lockdown period, highlighting the direct
correlation to the imposed restrictions.

3. Force Majeure Clause from Rental Agreement:

Enclosed herewith is a copy of the executed rental agreement between [Your

Company Name] and [Landlord's Name], emphasizing the Force Majeure clause. This
clause, as stipulated in the agreement, provides the basis for adjustments in the
event of unforeseen circumstances beyond our control.

4. Lockdown Duration:

The specific duration of the total lockdown, from March 2020 to [specific end date], is
outlined in the following timeline. Additionally, the subsequent months detail the
duration of partial lockdowns, further illustrating the ongoing challenges faced by our
operations.

5. Proposed Rent Adjustment Calculation:

To transparently communicate our proposed rent adjustment, we present a detailed

calculation outlining the 50% rent reduction during partial lockdown months and the
request for a complete rent waiver during the total lockdown period.

6. Commitment to Future Payments:

Our commitment to resuming regular payments as soon as the situation allows is

reiterated in this section. A timeline for the resumption of normal operations and
revenue generation is provided to demonstrate our proactive approach to overcoming
these challenges.

7. Request for Meeting:

Lastly, we express our eagerness to discuss this matter further in a collaborative

manner. We propose a meeting at the earliest convenience of [Landlord's Name] and
our representatives. A member of [Your Company Name] will contact your office
within 24 hours to schedule this meeting.