Understanding and Using a Sample Of Resolution Letter

Subject: Resolution for Order #12345 – Faulty Product

Dear [Customer Name],

Thank you for contacting us regarding the issue you experienced with the [Product Name] you purchased on [Date of Purchase]. We sincerely apologize for the inconvenience this has caused you.

We understand that the product was [briefly explain the issue]. We take full responsibility for this and are committed to resolving the problem as quickly as possible.

To resolve this, we would like to offer you the following options:

• A full refund to your original payment method.
• A replacement of the [Product Name].
• A discount on your next purchase.

Please reply to this email within seven days indicating your preferred resolution. We will process your request immediately upon confirmation.

Thank you for your understanding. We value your business and look forward to regaining your trust.

Sincerely,

[Your Name/Company Name]

Subject: Regarding our Discussion on [Date]

Hi [Colleague’s Name],

I wanted to follow up on our conversation from [Date] regarding [briefly state the issue]. I understand that we had a disagreement about [specific issue]. I wanted to clarify my position and apologize if my actions/words caused any misunderstanding or offense.

My intention was [explain your intention]. Moving forward, I propose that we [suggest a solution, e.g., communicate more clearly, set up regular meetings]. I value our working relationship and believe that we can overcome this.

Please let me know your thoughts. I’m open to discussing this further if you’d like.

Best,

[Your Name]

Subject: Dispute Regarding Invoice #67890

Dear [Billing Department/Company Name],

I am writing to dispute invoice #67890, dated [Date of Invoice], for the amount of $[Amount].

According to the invoice, the charges are for [State what the invoice says it is for]. However, I believe there is an error because [Clearly state the reason for the dispute, providing evidence if possible].

I have attached copies of [Attach any supporting documents, such as a contract or previous invoices]. I request that you review this matter and correct the invoice accordingly. I expect the corrected invoice to reflect the correct amount due of $[Correct Amount].

Please contact me at [Your Phone Number] or [Your Email Address] if you require further information.

Thank you for your time and attention to this matter.

Sincerely,

[Your Name]

Subject: Rescheduling [Meeting/Event Name]

Hi Team,

I’m writing to address the scheduling conflict for the [Meeting/Event Name] scheduled for [Original Date/Time]. I realize that [briefly state the reason for the conflict].

To address this, I propose we reschedule the meeting/event to one of the following times:

• [Date and Time Option 1]
• [Date and Time Option 2]
• [Date and Time Option 3]

Please let me know which option works best for you by [Deadline]. If none of these times work, please suggest an alternative.

Thank you for your understanding and flexibility.

Best Regards,

[Your Name]

Subject: Regarding [Specific Lease Violation, e.g., Noise Complaint] at [Address]

Dear [Landlord’s Name],

I am writing in response to your notice regarding [briefly state the lease violation]. I understand that there was a concern about [specific issue].

I want to assure you that [Explain your actions to resolve the issue]. I have taken steps to prevent this from happening again. For instance, [explain what you’ve done].

I value my tenancy at [Address] and am committed to following all the terms of the lease agreement. I appreciate your understanding in this matter.

Sincerely,

[Your Name]

Subject: Project [Project Name] – Addressing the Delay

Hi Team,

I’m writing to address the delay in our Project [Project Name]. The current completion date is now pushed back due to [briefly explain the reason for the delay].

To mitigate the impact of the delay, we will [Explain the actions being taken]. We plan to [Specific steps to be taken and a revised timeline].

We’ll hold a brief meeting on [Date and Time] to discuss this further and answer any questions. I apologize for any inconvenience this may cause and I’m confident we can still deliver a successful project.

Thank you for your continued hard work and understanding.

Best,

[Your Name]