Please help in writing my letter

I want to put it in a polite and a non aggressive way.

Hello Dean …..,

My name is ……. an ……. student, class of 2018. On June 9th, 2017, I was informed by IMS that I was on hold due to a missing item from an operative procedure in the south clinic I had on 8th. The Item was a high-speed handpiece (PATSA 13). I had spoken to the manager in IMS and she told me that they would search for it and let me know. Also, they might find it when it is checked out again. Moreover, I was told that this handpiece is an old version and no longer used. They are taking it from the service. After few days, I went back to the manager since I had had not heard from her. She informed me that they could not find it. The manager told that the other way was to check the camera at the IMS returning window since I had had not acquire the receipt in that time. However, this procedure would take some time because it needed her supervisor approval and she will reply to me by email. I have had not heard from her for 3 months. When I asked about the status, I was told that they don't know anything about the situation and that manager was retired. The staff told me to check again for me. At meanwhile, a classmate has recommended me to speak to Ms. JY. She is the supervisor and she has solved a similar problem for my classmate.

I have spoken to Ms. JY. She told me that no one informed her about my issue. She would investigate it and let me know. Ms. Y mailed me a few days later to inform me that they could not find it and the handpiece is an old version but it is still in use. The video footage is not archived for more than 30 days , therefore, she was unable to check the cameras. Also, the replacement cost is $685.00.

Yesterday, Ms. Y gave me a 10% off to make it $600. I have two options only either to pay it in full at cashiers' office or make two $300 installments in 2 months.

I just want to ask for your help in this situation. I can't afford to pay this amount. I have a family (Spouse and two daughters). My financial fund is not enough to support my family for daily expenses. To be honest, I do not have a rent for the month of May which will be not covered by student loan.

Part of the responsibility is on the IMS. The long waiting period is due to the transitional period from the old to the new manager. Also, the manager did not transfer the issue to her supervisor. Moreover, she didn't act faster since the camera records only for 4 weeks.

I am a very punctual and keen student. I finished my requirements in a very short period. I ask for a chance to waive it and forgive me.

Thank you for understanding

Regards