Understanding and Using a Sample Letter Of Resolution Letter

Subject: Performance Improvement Plan – [Employee Name]

Dear [Employee Name],

This letter is to document a performance improvement plan, following our meeting on [Date]. We discussed concerns regarding [Specific performance issue, e.g., meeting deadlines, quality of work, etc.].

To address this, we’ve agreed on the following:

1. [Specific action 1, e.g., Attend training on project management]
2. [Specific action 2, e.g., Submit weekly progress reports]
3. [Specific action 3, e.g., Seek guidance from mentor [Mentor’s name]]

We will review your progress on [Date]. Failure to meet these objectives may result in further action, up to and including disciplinary measures. Please sign and return this letter to acknowledge your understanding. We are committed to your success at [Company Name] and are available to support you.

Sincerely,

[Your Name/HR Department]

Subject: Resolution Regarding Workplace Conflict – [Names of Involved Parties]

Dear [Employee A] and [Employee B],

This letter confirms the resolution reached regarding the recent conflict between you. Following our meeting on [Date], we discussed the issues of [Briefly describe the conflict].

The agreed-upon resolution is as follows:

• [Specific action 1, e.g., Apology from Employee A to Employee B.]
• [Specific action 2, e.g., Agreement to communicate professionally in the future.]
• [Specific action 3, e.g., A designated neutral party to help facilitate communication.]

We expect both parties to adhere to this resolution. Further instances of unprofessional conduct may result in disciplinary action. Please acknowledge receipt and understanding by signing below.

Sincerely,

[Your Name/HR Department]

Subject: Resolution to Grievance – [Grievance Subject]

Dear [Employee Name],

This letter is in response to your grievance submitted on [Date] regarding [Briefly describe the grievance]. After investigation and discussion, the following resolution has been determined:

[Detailed explanation of the resolution, which may include:

• Corrective action taken, e.g., Retraining provided.
• Compensation or adjustment, e.g., Reimbursement for a missed opportunity.
• Policy changes, e.g., Revision to a company policy.

This resolution is considered final. We value your contributions to the company. Please sign to confirm that you accept this resolution.

Sincerely,

[Your Name/HR Department]

Subject: Resolution of Customer Complaint – [Customer Name/Complaint ID]

Dear [Employee Name],

This letter addresses the recent complaint regarding [Customer’s Issue] made by [Customer Name]. After a thorough review of the situation, we’ve agreed on the following resolution:

The solution involves:

1. [Action Taken, e.g., Provided a full refund to the customer.]
2. [Action Taken, e.g., Offered a sincere apology.]
3. [Preventative Measures, e.g., Implemented new process to avoid this in the future]

We acknowledge the inconvenience this may have caused and thank you for your understanding. This resolves the customer complaint as of [Date].

Sincerely,

[Your Name/HR Department]

Subject: Resolution Regarding Breach of Company Policy – [Employee Name]

Dear [Employee Name],

This letter is to address a breach of company policy, specifically [Name of Policy]. After reviewing the facts, the following resolution has been determined:

The agreed-upon course of action includes:

• [Specific action 1, e.g., Verbal warning.]
• [Specific action 2, e.g., Mandatory training on the relevant policy.]
• [Specific action 3, e.g., a period of probation.]

Failure to comply with these terms could result in further disciplinary actions, including termination. Please sign to acknowledge your understanding.

Sincerely,

[Your Name/HR Department]

Subject: Disciplinary Action – [Employee Name]

Dear [Employee Name],

This letter formalizes the disciplinary action taken as a result of [brief description of the issue or incident]. After a thorough investigation and review, the following action is being taken:

Disciplinary Action:

• [Specific disciplinary action, e.g., Written warning.]
• [Specific disciplinary action, e.g., Suspension without pay for [number] days.]
• [Specific disciplinary action, e.g., Demotion to a different position.]

This action is being taken in accordance with company policy and is effective immediately. This disciplinary action will remain on file for [duration]. Please sign below to acknowledge receipt and understanding of this disciplinary action.

Sincerely,

[Your Name/HR Department]