How to Write a Resolution Letter: Step-by-Step Guide and Tips

Do you find yourself lost and unsure when writing a resolution letter? If so, don’t worry, you’re not alone. Many people struggle when it comes to composing a letter of resolution. But, writing a resolution letter doesn’t have to be a complex and daunting task if you follow the right steps.

The purpose of a resolution letter is to provide a clear and concise solution to a problem. You may need to write a letter of resolution for a work-related issue, a dispute with a friend, or even a legal matter. Whatever the case may be, it’s important to approach the process strategically and methodically.

Fortunately, you don’t have to start from scratch when writing a resolution letter. There are plenty of examples available through various sources that you can reference and edit as needed. In this article, we will break down the steps to writing a resolution letter and provide you with the tools and resources you need to create a successful document.

So, if you’re ready to learn how to write a resolution letter and finally put your mind at ease, then keep reading.

The Best Structure for Writing a Resolution Letter

When writing a resolution letter, it is important to clearly state the problem and propose solution. The letter should be written in a professional tone, while still being concise and easy to understand. Below is a structure that you can use to write a resolution letter that addresses the issue at hand and offers a clear solution.


Start by addressing the person or organization to whom the letter is intended. In the introduction, briefly explain the reason for the letter. Explain why you are writing the letter and what specific issue you are addressing.


The body of the letter should be divided into two parts. The first part should address the issue and the second part should offer a solution.

Part One: Addressing the Issue

In this part, clearly and concisely explain the problem. Give a detailed explanation of the situation and provide any necessary details. Be specific and give concrete examples of how the problem is affecting you or those you represent. Use data and statistics to make your argument more persuasive.

Part Two: Offering a Solution

Once you have explained the issue, it is time to offer a solution. The solution should be presented in a step-by-step manner. Be sure to explain the benefits of your solution and how it will solve the problem at hand. Include a timeframe for when your proposed solution can be put into effect. Use clear and concise language that is easy to understand.


End your letter by thanking the recipient for their attention and time. Reiterate the problem and the proposed solution. Make sure to leave your contact information in case they want to reach out for further discussion on the matter.

In summary, a resolution letter should be structured by first addressing the recipient, followed by an introduction, body, and conclusion. The body should have two parts: the issue and the solution. Make sure to be concise, clear, and professional in your writing. And finally, make sure to leave your contact information and to express your gratitude. By following this structure, you can write a resolution letter that effectively addresses an issue and proposes a clear solution.

Sample Resolution Letters for Various Reasons

Resolution Letter to a Tenant for Late Rent Payment

Dear [Tenant’s Name],

I am writing this letter to inform you that your rent payment for the month of [month] was not paid on its due date, which was [date]. As per our rental agreement, rent is due on the [date] of each month, and late fees are applicable if payment is not received on the due date.

I understand that sometimes unexpected circumstances can arise, which can cause a delay in the payment. However, I urge you to make the necessary arrangements to pay the late rent along with the late fees by [date]. Failure to do so will result in further legal action.

Thank you for your understanding and cooperation.


[Your Name]

Resolution Letter to an Employee for Poor Performance

Dear [Employee’s Name],

I am writing this letter to address the concerns regarding your recent performance appraisal results. The appraisal clearly indicates that you have not met the expected standards of performance required by the organization.

As per the appraisal guidelines, I urge you to take the necessary steps to address the areas of concern and improve your performance. I recommend that you work closely with your supervisor to develop an action plan for improvement.

We hope that you will take this opportunity to turn your performance around so that we can continue to have you as a valuable member of our team.


[Your Name]

Resolution Letter to a Customer for Defective Products

Dear [Customer’s Name],

We apologize for the inconvenience caused to you due to the defective product delivered to you. We value your business and want to ensure that you are satisfied with our products and services.

We have received your complaint, and our production team is currently investigating the issue. In the meantime, we would like to offer you a replacement product free of cost, or a refund of the purchase price.

Please let us know which option you would prefer, and we will take immediate action to resolve the matter to your satisfaction.

Thank you for bringing this to our attention, and we hope to continue doing business with you.


[Your Name]

Resolution Letter to a Friend for Misunderstanding

Dear [Friend’s Name],

I am writing this letter to apologize for the misunderstanding that took place between us. I understand that our recent conversation became heated and resulted in negative feelings.

I want to assure you that I never meant to hurt or offend you in any way. I value our friendship and regret any hurtful words or actions that may have been exchanged.

I hope that we can put this misunderstanding behind us and continue our friendship. Please know that I am willing to listen to your perspective and work together to resolve any differences that may occur in the future.


[Your Name]

Resolution Letter to a Vendor for Late Delivery

Dear [Vendor’s Name],

I am writing this letter to address the delay in order no. [order no.] that was to be delivered on [date]. We were disappointed to receive the order late, as it caused us to lose valuable time and resources.

We understand that unforeseen circumstances may have led to the delay, and appreciate the product being delivered eventually. However, we urge you to ensure that such delays do not occur in the future as it might affect future business prospects.

Thank you for your cooperation and understanding.


[Your Name]

Resolution Letter to a Bank for Account Error

Dear Sir/Madam,

I am writing this letter to address the account error that occurred in my bank account no. [account no.]. The error led to the incorrect deduction of funds from my account, causing me considerable inconvenience.

I have lodged a complaint with your customer care, and I am confident that your investigation will lead to a resolution of the issue. Please also have the erroneous amount returned to my account at the earliest.

I appreciate your prompt attention in this matter and look forward to a quick resolution.


[Your Name]

Resolution Letter to a Customer for Poor Service

Dear [Customer’s Name],

I am writing this letter to apologize for the poor service you received during your recent visit to our establishment. We take such matters seriously and will take immediate action to improve our customer service protocols.

In order to regain your trust and confidence in our services, we would like to extend an invitation for you to return to our establishment where you will receive impeccable service during your next visit.

We value your patronage and look forward to serving you better in the future.


[Your Name]

How to Write an Effective Resolution Letter

When it comes to writing a resolution letter, the process can seem intimidating. Whether it’s a resolution for a personal conflict or professional situation, the goal is always to craft a letter that is clear and concise. Here are some tips to help you write an effective resolution letter:

  • Start with a clear statement of the problem: Begin by identifying the issue that needs to be addressed. This can be a simple summary of what is happening and what needs to change. The statement should be focused and concise, with all relevant details included.

  • Be specific about your desired outcome: In your resolution letter, be specific about what you hope to achieve. This will help guide the conversation and keep things on track. State your goal(s) clearly and succinctly, so that there is no question about what you hope to accomplish.

  • Present a solution: If you have a solution in mind, put it forward in your resolution letter. Be specific about what actions you would like to see taken. This may include a timeline for resolving the issue, steps that need to be taken, or a plan for ongoing communication.

  • Remain professional and respectful: Even if you are unhappy with a situation, it is important to remain professional and respectful. Avoid using blame or personal attacks, and stick to the facts. This will help keep the conversation productive and focused.

  • Consider seeking outside help: If you are struggling to reach a resolution on your own, consider seeking outside help. This may include talking to a supervisor, HR representative, or other third party. Sometimes an unbiased perspective can be useful in finding a way forward.

  • Proofread and edit: Finally, before you send your resolution letter, make sure to proofread and edit it carefully. Check for spelling and grammar errors, and make sure your message is clear and easy to understand. A well-written letter can make all the difference in achieving your desired outcome.

By following these tips, you can write an effective resolution letter that seeks to resolve the issue at hand while maintaining professionalism and respect. Remember to stay focused on your desired outcome, present a clear solution, and seek outside help if needed. With a well-crafted letter, you may be able to find a resolution and move forward.

FAQs on How to Write a Resolution Letter

What is a resolution letter?

A resolution letter is a document that contains the action or decision of a group or organization after conducting a meeting or discussion.

What is the purpose of a resolution letter?

The purpose of a resolution letter is to document the decision of the group or organization and communicate it to all parties involved in the meeting or discussion.

What are the components of a resolution letter?

A resolution letter should include the names of the individuals who were present at the meeting, the date and location of the meeting, the decision that was made, and any action items that were assigned.

How do I start writing a resolution letter?

You should start by outlining the key points of the discussion and the decision that was reached. Use clear and concise language to ensure that the resolution letter is easy to read and understand.

What is the tone of a resolution letter?

The tone of a resolution letter should be formal and objective. Avoid using emotional language or making personal judgments.

What should I do after writing a resolution letter?

After writing a resolution letter, you should distribute it to all parties involved in the meeting or discussion. Make sure that everyone is aware of the decision that was made and the action items that were assigned.

What should I do if there are disagreements about the decision in the resolution letter?

If there are disagreements about the decision in the resolution letter, you should encourage the parties involved to engage in productive discussion and try to find a solution that everyone can agree on. If necessary, you may need to revise the resolution letter to reflect any changes to the original decision.

Wrap it up!

And that’s it! Writing a resolution letter may be a daunting task, but with these simple tips, it becomes a lot easier. Remember, always be clear and concise in your writing, and make sure to proofread your letter before sending it out. Thank you for reading, and I hope these tips will help you in your future writing endeavors. Don’t forget to visit us again for more practical writing advice. Happy writing!