Understanding and Using a Sample Of Resolution Letter

Subject: Resolution Regarding Performance Concerns – [Employee Name]

Dear [Employee Name],

This email confirms our meeting on [Date] regarding your recent performance, specifically concerning [Specific Issue, e.g., missed deadlines, incomplete tasks]. We discussed the areas where improvement is needed.

We’ve agreed upon the following:

• [Action 1, e.g., Attend a time management workshop.]
• [Action 2, e.g., Submit weekly progress reports to your supervisor.]
• [Action 3, e.g., Meet with your mentor, [Mentor’s Name], bi-weekly for guidance.]

The expected timeframe for completing these actions is [Timeline, e.g., within the next month]. We will meet again on [Date] to review your progress. Your continued employment depends on your commitment to improving. Please acknowledge this email by replying within 2 business days. If you have any questions, please do not hesitate to ask.

Sincerely,

[Your Name/HR Department]

Date: October 25, 2024

To: [Complainant’s Name]

From: [HR Department/Management]

Subject: Resolution Regarding Harassment Complaint

Dear [Complainant’s Name],

This letter confirms the resolution to the complaint you filed on [Date] regarding [Brief description of the complaint]. Following our investigation and after speaking with [Respondent’s Name] and other witnesses, we’ve determined that [Summary of findings – be factual and objective].

To resolve this matter, the following actions will be taken:

• [Action 1, e.g., [Respondent’s Name] will receive a written warning and be required to attend anti-harassment training.]
• [Action 2, e.g., [Respondent’s Name] will be reassigned to a different work area to avoid future contact with you.]
• [Action 3, e.g., We are committed to ensuring a safe work environment and will continue to monitor the situation.]

We appreciate your cooperation in this process. If you have any further concerns, please contact us immediately. We want to ensure a safe and respectful work environment for everyone.

Sincerely,

[HR Department/Management]

Subject: Resolution Regarding Payroll Issue – [Employee Name]

Dear [Employee Name],

This email is to confirm the resolution to the payroll discrepancy you brought to our attention on [Date]. You reported that [Brief description of the payroll issue, e.g., you were underpaid for your overtime hours].

We have investigated the matter, and it was determined that [Explanation of the cause of the issue].

We have processed a correction, and you will receive a payment of [Amount] on your next paycheck, [Date]. This payment will include the correct amount owed, along with [Details, e.g., any applicable interest or deductions].

We apologize for any inconvenience this may have caused. Please review your next pay stub to confirm the correction. If you have any further questions, please contact the payroll department.

Sincerely,

[Payroll Department]

Date: October 25, 2024

To: [Breaching Party’s Name]

From: [Company Name/Your Name]

Subject: Resolution for Breach of Contract – [Contract Name/Number]

Dear [Breaching Party’s Name],

This letter concerns the breach of contract related to [Brief description of the contract and the breach]. Specifically, [Detailed explanation of the breach – what they did/didn’t do].

To resolve this matter, we propose the following:

1. [Action 1, e.g., You must deliver the remaining goods by [Date].]
2. [Action 2, e.g., You will pay a penalty of [Amount] due to the delay.]
3. [Action 3, e.g., Future payments will be made according to the updated schedule.]

We expect your written confirmation of these terms within [Number] days. Failure to comply may result in further legal action. We want to resolve this without taking further action.

Sincerely,

[Your Name/Company Representative]

Subject: Resolution Regarding Your Recent Purchase – [Order Number]

Dear [Customer Name],

Thank you for contacting us regarding your recent order, [Order Number]. We understand your concern about [Brief description of the issue, e.g., the damaged product].

We sincerely apologize for the inconvenience. To resolve this issue, we have taken the following steps:

• [Action 1, e.g., We have already shipped a replacement product at no cost to you.]
• [Action 2, e.g., The replacement is expected to arrive within [Number] business days.]
• [Action 3, e.g., We are providing a [Discount/Refund] of [Amount/Percentage] as compensation for the problem.]

We value your business and appreciate your understanding. Please let us know if you have any other questions. You can reply to this email or call us at [Phone Number].

Sincerely,

[Your Name/Customer Service Representative]

Date: October 25, 2024

To: [Employee Name]

From: [Manager/HR Department]

Subject: Resolution for Disciplinary Action – [Issue]

Dear [Employee Name],

This letter confirms our meeting on [Date], regarding the disciplinary action taken for [Brief description of the issue, e.g., tardiness]. We discussed the problem and its impact.

As a resolution, the following steps are agreed upon:

• [Action 1, e.g., You will receive a written warning, which will be placed in your personnel file.]
• [Action 2, e.g., You are required to arrive on time to work going forward, starting [Date].]
• [Action 3, e.g., We will schedule a follow-up meeting on [Date] to review your attendance and progress.]

Failure to comply with these terms may result in further disciplinary action, up to and including termination of employment. We want to assist you in improving your performance.

Sincerely,

[Manager/HR Department]

Subject: Resolution Regarding Order [Order Number] – [Vendor Name]

Dear [Vendor Contact Person],

This email is to follow up on the issue we reported on [Date] regarding order [Order Number]. We reported a problem with [Brief description of the issue, e.g., the incorrect quantity of goods received].

We understand that [Vendor’s explanation of the problem].

To resolve this, we have agreed that:

1. [Action 1, e.g., You will ship the missing items by [Date].]
2. [Action 2, e.g., You will provide a credit on our next invoice for [Amount] due to the inconvenience.]
3. [Action 3, e.g., We will continue to review our future orders to avoid repeat problems.]

Please confirm these terms in writing by [Date]. We value our relationship with you and look forward to a resolution. Please let me know if you have any questions.

Sincerely,

[Your Name/Company Representative]