How do i write/compose a letter about justification of not meeting the target output assigned to me?

Question

I'm working in an office and I was assigned to accomplish (encoding of document details) a target output of 100 documents per day. But sometimes, due to some unavoidable circumstances like when i am assigned to do other tasks, or when there is power interruption which results to disconnection of database (which lasts for more or less 2 hours sometimes), there are days where i can't really seem to meet my target output. After each month, we have to submit the accomplishment report to the administrative division for their review of our accomplishment. And in my case (not meeting the target output assigned to me), i am required to attach a sort of justification letter to the accomplishment report i will be submitting. My problem is, how do i make/write or compose such letter since i am not that good in english? I have to make a good letter at least so it would not be embarrassing on my part to submit them a letter of poor constructed sentences. I need your help, guys. Thank you all.. :)

Answer 1

Keep a tally for each day. In the tally record:
1) Each interruption as it happens and the duration of same.
2) Rate at which you work with no interruptions

What you have said above explains your situation. A bit more detail would be good.

Answer 2

The key is to keep it as simple as possible. I would suggest a simple paragraph followed by a table. The paragraph should state something like: The following table lists dates and explanations for days when the target od 100 documents was not met.

Then follow it with a table including:

The date
The number of documents processed that day
One or two sentences -- or even just a phrase -- explaining why (e.g., Two hour power failure).

You could also include a table indicating the days when you exceeded the target.