Dealing with workplace issues can be tricky, and sometimes you need a formal way to solve them. That’s where a Sample Letter Of Resolution Letter comes in handy. This type of letter is used to formally document and resolve a workplace dispute or disagreement. Think of it as a way to make sure everyone is on the same page and that you have a record of what was agreed upon. This guide will walk you through what it is, why you might need one, and how to write different types of resolution letters.
What is a Sample Letter of Resolution Letter?
A Sample Letter of Resolution Letter is a written document that outlines the agreed-upon solution to a problem or conflict. It’s a formal way of stating the terms of the resolution. This can be a great way to formally resolve any issue at the workplace and is usually a product of discussions, mediations, or settlements between parties. It can be used to address issues between employees, between an employee and management, or even concerning company policies.
The importance of this letter is that it provides a clear record of the resolution, preventing future misunderstandings. It also ensures that all parties understand and agree to the terms of the agreement. Furthermore, it can be used as evidence if the agreement is later challenged.
Key elements that are usually included in a Sample Letter of Resolution Letter:
- The names of all parties involved
- The date of the resolution
- A clear description of the issue
- The agreed-upon solution or terms
- The date when the resolution becomes effective
- Signatures of all parties, showing their agreement
Email Example: Resolving a Scheduling Conflict
Subject: Resolution Regarding Schedule Conflict – [Your Name] & [Coworker’s Name]
Dear [Coworker’s Name] and [Manager’s Name],
This email confirms the resolution reached today, [Date], regarding the recent scheduling conflict between [Your Name] and [Coworker’s Name].
The issue stemmed from [Briefly describe the conflict]. After discussion, we’ve agreed to the following:
- [Coworker’s Name] will adjust their schedule to [Specific Schedule Change].
- [Your Name] will [Your Action, if any].
- We’ll both ensure that this schedule is followed strictly, and that all important tasks will be completed on time.
This new schedule will be effective starting [Start Date]. We all agree that we will communicate well, including any future changes. We hope to keep this a positive working environment.
Please confirm your agreement by replying to this email.
Sincerely,
[Your Name]
Letter Example: Addressing a Performance Issue
[Your Company Letterhead]
[Date]
[Employee Name]
[Employee Address]
Subject: Letter of Resolution – Performance Improvement Plan
Dear [Employee Name],
This letter serves as a formal record of the resolution reached on [Date] regarding the performance concerns discussed on [Date].
The issues discussed included: [List specific performance issues, e.g., missed deadlines, quality of work, etc.].
To address these issues, we have agreed to the following:
- [Specific action 1, e.g., Complete a training course on project management].
- [Specific action 2, e.g., Submit all reports by the deadlines].
- [Specific action 3, e.g., Follow the established processes].
We will work with you to help improve your performance. We will have a check in on [date] to see how things are going. Your performance will be reviewed again on [Date] and if improvements are not made, further action may be taken, as outlined in the employee handbook.
Please sign below to acknowledge your understanding and agreement to these terms.
Sincerely,
[Your Name]
[Your Title]
____________________________
Employee Signature
____________________________
Date
Email Example: Resolving a Conflict Between Team Members
Subject: Resolution of Team Conflict
Dear [Team Members’ Names],
This email summarizes the resolution reached on [Date] to address the conflict between you both, [Team Member A] and [Team Member B].
The primary concern was [Briefly describe the conflict].
We have discussed the situation and agreed on the following:
- [Specific Action 1, e.g. Both of you will focus on the company goals.]
- [Specific Action 2, e.g. You will communicate weekly on the current status of the projects.]
- [Specific Action 3, e.g. Both of you will respect each other.]
It is agreed that the company values team work and both parties will keep the company’s interests above personal differences. We expect both of you to demonstrate your commitment to resolving the conflict. We will review this in two weeks to follow up with both of you.
If both parties are unable to follow the above terms, further disciplinary actions will be taken. Please reply to this email to acknowledge your agreement.
Sincerely,
[Your Name]
[Your Title]
Letter Example: Addressing a Workplace Policy Violation
[Your Company Letterhead]
[Date]
[Employee Name]
[Employee Address]
Subject: Letter of Resolution – Policy Violation
Dear [Employee Name],
This letter confirms the resolution reached on [Date] regarding the violation of [Name of Policy] on [Date].
The violation involved [Briefly describe the policy violation].
As a result, we have agreed to the following resolution:
- [Specific action 1, e.g., Formal verbal warning].
- [Specific action 2, e.g., Attend a training session on company policies].
- [Specific action 3, e.g., No further violations of this policy].
We remind you that future violations may result in more serious disciplinary action, up to and including termination.
Please sign and return a copy of this letter to acknowledge your understanding and agreement to the terms of the resolution.
Sincerely,
[Your Name]
[Your Title]
____________________________
Employee Signature
____________________________
Date
Email Example: Resolving a Customer Complaint
Subject: Resolution Regarding Customer Complaint – [Customer Name]
Dear [Customer Name],
This email summarizes the resolution reached on [Date] concerning your complaint on [Date]. We appreciate your patience and understanding.
Your complaint was regarding [Briefly describe the customer’s complaint].
To address this, we have agreed to the following:
- [Specific action 1, e.g., Provide a full refund].
- [Specific action 2, e.g., Offer a discount on future purchase].
- [Specific action 3, e.g., Apologize for the inconvenience caused].
We value your business and hope to continue to meet your expectations in the future. Please reply to this email to confirm your agreement.
Sincerely,
[Your Name]
[Your Title]
Letter Example: Addressing a Wage Dispute
[Your Company Letterhead]
[Date]
[Employee Name]
[Employee Address]
Subject: Letter of Resolution – Wage Dispute
Dear [Employee Name],
This letter serves as a formal record of the resolution regarding the wage dispute discussed on [Date].
The main issue was [Briefly describe the issue of the wage dispute, e.g., incorrect hourly rate].
After careful review of the pay records, we have agreed to the following:
- [Specific action 1, e.g., Adjusting the hourly rate].
- [Specific action 2, e.g., Make a retroactive payment of $[Amount] to you to cover the unpaid wages].
- [Specific action 3, e.g., Ensure all future payments are accurate].
The payment will be reflected in your next paycheck. Please sign and return a copy of this letter to confirm your understanding and acceptance of this agreement.
Sincerely,
[Your Name]
[Your Title]
____________________________
Employee Signature
____________________________
Date
In conclusion, using a Sample Letter of Resolution Letter is an important part of keeping a fair and functional workplace. By understanding how to draft a proper letter, you can make sure disagreements are handled clearly, and any solutions are well-documented. If you can follow the examples and guidelines above, it should help ensure the workplace issues are resolved well and fairly.