What Is A Resolution Letter? Your Guide to Workplace Problem Solving

Subject: Resolution Regarding Project Alpha – Deadline

Dear [Manager’s Name],

I am writing to address the missed deadline for the Project Alpha report, which was originally due on [Original Due Date]. I understand the importance of meeting deadlines and I take full responsibility for not submitting the report on time.

The delay was due to [Briefly explain the reason, e.g., unexpected software issues, increased workload, etc.]. I understand this is not an excuse, but I wanted to provide some context.

To rectify this, I have already [Actions taken, e.g., completed the report, submitted a draft, etc.]. I am committed to preventing this from happening again. I propose [Suggest a solution, e.g., implementing a new time management system, asking for additional support on future projects, etc.]. I am confident I can complete it by [New Deadline].

Thank you for your understanding.

Sincerely,

[Your Name]

Subject: Refund Request – Order #[Order Number] – Damaged Product

Dear [Company Name] Customer Service,

I am writing to request a refund for a product I recently purchased from your company. My order number is [Order Number], and the item in question is [Product Name].

I received the product on [Date of Delivery], and upon inspection, I noticed that it was damaged [Describe the damage clearly, e.g., the screen was cracked, the box was dented, etc.]. I have attached photos as proof of the damage.

I would like to request a full refund for the item. I am also open to a replacement if that is possible. Please let me know what steps I need to take to return the damaged product.

Thank you for your time and assistance.

Sincerely,

[Your Name]

[Contact Information]

Subject: Response to Performance Review – [Your Name]

Dear [Manager’s Name],

Thank you for taking the time to conduct my performance review on [Date]. I appreciate the feedback you provided. I understand that the review highlighted some areas where I can improve, specifically [Mention the areas for improvement mentioned in the review].

Regarding [Specific point 1], I understand your concern. To address this, I plan to [Your plan, e.g., attend relevant training, seek guidance from a colleague].

Regarding [Specific point 2], I am also taking steps to improve [Your plan, e.g., improving communication by…].

I am committed to improving my performance and I am confident that I can meet and exceed expectations. I welcome the opportunity to discuss these points further with you.

Thank you again for your guidance.

Sincerely,

[Your Name]

Subject: Paycheck Error – [Your Name] – [Date of Paycheck]

Dear [HR Department/Payroll Department],

I am writing to report an error in my paycheck for [Date of Paycheck]. My name is [Your Name], and my employee ID is [Your Employee ID].

I believe there has been a discrepancy in my pay. I worked [Number] hours this pay period, but my paycheck shows [Number] hours. Specifically, I believe [Describe the error, e.g., overtime hours were not included, a deduction was incorrectly applied].

I have attached a copy of [Supporting Documentation, e.g., my timesheet, a record of my hours]. Could you please review this and correct the error? I would appreciate it if the adjustment could be made as soon as possible. Please let me know what steps are necessary to resolve this issue.

Thank you for your assistance.

Sincerely,

[Your Name]

Subject: Complaint Regarding Workplace Harassment

Dear [HR Department/Manager’s Name],

I am writing to report an instance of workplace harassment. I have been experiencing [Describe the harassment in detail, including dates, times, and specific actions or words used]. This behavior has made me feel [Describe your feelings, e.g., uncomfortable, intimidated, unsafe, etc.].

The person involved is [Name of the person]. [If there were witnesses, mention them.]

I request that [Specify your desired outcome, e.g., the behavior stop immediately, a formal investigation be conducted, the person be reprimanded, etc.]. I would appreciate a prompt response and a plan of action to address this issue.

Thank you for your attention to this serious matter.

Sincerely,

[Your Name]

Subject: Apology for [Brief Description of the Mistake]

Dear [Recipient’s Name],

Please accept my sincerest apologies for [Clearly state the mistake you made]. I understand that my actions/inactions [Explain the impact of your mistake].

I take full responsibility for my mistake and I deeply regret any inconvenience or harm it may have caused. To prevent this from happening again, I will [Explain what you will do to prevent it from happening again, e.g., review my procedures, double-check my work, etc.].

I value our relationship/partnership, and I am committed to regaining your trust. I am available to discuss this further at your convenience.

Sincerely,

[Your Name]

Subject: Confidentiality Breach – [Brief Description]

Dear [Recipient’s Name or HR Department],

I am writing to address a breach of confidentiality that occurred on [Date]. [Describe the situation: What confidential information was compromised? Who was involved? How did the breach occur?].

I understand the importance of confidentiality, and I regret that this has happened. I understand this has caused [Describe potential damage].

To prevent this from happening again, I will [What actions will you take to prevent this again?]. I am committed to upholding the confidentiality standards of our company. I am also open to any training necessary to avoid similar situations in the future.

Sincerely,

[Your Name]