If we describe resolution in simple words, it means to change something i.e. method, procedure or strategy. When a company or business wants to make some differences in the office related to either planning or employees, it issues a letter which states the needs and rules of changes and this official notification is called a letter of resolution. This letter is prepared by the head of the department or the owner of the business but mostly a board of directors issues this type of letters. This letter explains the present situation of the company, currently ongoing strategies, the need to implement new or improved methods and the way this will be done. This is also a way to tell another company or business partner about the changes you are about to make in your business which will affect their business too and you two may need to renew the agreement you signed to do some mutual business. Most companies are divided into several departments and each department is assigned its own tasks. When the company wants to change something or implement new rules, it’s difficult to inform every person in the company so the superior or central management issues the letter of resolution to each department of the company or a specific division if the resolution is not for the entire company and then that department informs it’s employees about the changes and rule of everyone in this procedure.
There are several reasons out there for issuing a resolution letter and some of them are discussed here. A company writes the resolution letter when it wants to resolve a problem by consensual agreement. When a specific strategy is going to be implemented in the company, it needs to be addressed, accepted or rejected between all the departments. This is a standard procedure to make sure that the soon to be implemented strategy is righteous for the company and it won’t have any bad impacts on any section of the company. Although you are making changes in one department, it will affect the entire organization so it needs to be told to each division. On the other hand, company writes this letter to the owner(s) of the company when it wants to convince them for the implementations and to get their permission to start the project.
A company can’t always operate on its own and eventually it has to involve one or more businesses to continue the working. In that situation when two or more companies do business together, they sign an agreement which contains the rules and regulation for each one of them so that they have definite and same goals to achieve. When one of them realizes that his methods are not up to date with the market or there is something needs to be changes in the company, he is required to inform the other partners about that problem and the change to get their permission. This is very important because may be after implementing new strategies; those companies won’t continue doing business together. That’s the reason that they are informed by a resolution letter and called for a meeting to discuss the in hand agenda to avoid any misunderstanding or conflicts in the future.
General Guidelines to write a Letter of Resolution:
- Consider the drafting before writing or composing the letter as it’s an essential part of writing this type of letter. You can get help from libraries, books, grammars and dictionaries to make error free draft of the letter. it would be a good idea to assign more than one person to create several draft and then you can make the final one by choosing different factors or points from each of them.
- This is an official document not a personal letter so make it short and clear. There is no need to discuss anything useless or irrelevant to the ongoing issue. As you keep it clear and concise, the reader won’t have any difficulty understanding it and you won’t have to explain it to each one of them personally or on telephone.
- Every country or state has its own laws and regulations which are also applicable on organizations and businesses so support your decision with those rules and ensure the reader that you have thought through everything and there is nothing against the law. If you have got any legal document permitting you to implement the change, attach that with the letter too.
- This is not a love letter to your spouse or girlfriend/boyfriend so you better use a company letterhead and type the letter instead of handwriting it. This way the letter appears more official and will be considered with more seriousness.
If you have attached a number of additional documents with the letter as proof or just to support your decisions, make a list of them at the end of the letter and close it.
Here is preview of this Free Sample Dispute Resolution Letter created using MS Word,
Here is download link for this Dispute Resolution Letter,