Understanding and Using a Sample Of Resolution Letter

Subject: Billing Dispute – Account #1234567

Dear [Company Name] Billing Department,

I am writing to dispute a charge of $[Amount] that appears on my recent bill, account number 1234567. The charge is for [briefly explain the reason for the dispute – e.g., services not rendered, incorrect pricing, etc.].

According to my records, [Provide supporting evidence – e.g., I did not receive the service on the date listed, the price agreed upon was different]. I have attached a copy of [Supporting Document, e.g., the original agreement, email correspondence].

I would appreciate it if you could investigate this matter and correct the charge. I would like to see the $[Amount] credited back to my account. Please let me know if you require any further information from my end. I can be reached at [Phone Number] or [Email Address].

Thank you for your time and attention to this matter.

Sincerely,

[Your Name]

Subject: Complaint – Order #987654 – Defective Product

Dear [Company Name] Customer Service,

I am writing to report a problem with a product I recently purchased from your company. My order number is #987654, and I received [Product Name] on [Date of Delivery].

Upon receiving the product, I discovered [Explain the defect – e.g., it was damaged, it does not function as advertised, etc.]. I have attached pictures/videos of the [defect] as evidence.

I would like to request [Your Desired Resolution – e.g., a replacement product, a refund, a repair]. Please let me know the steps I need to take to resolve this issue. I can be reached at [Phone Number] or [Email Address].

Thank you for your assistance.

Sincerely,

[Your Name]

Subject: Maintenance Request – [Address of Property]

Dear [Landlord’s Name or Property Management Company],

This letter is to formally request maintenance for [Address of Property]. On [Date], I noticed [Describe the issue – e.g., a leaky faucet in the kitchen, a broken window, a malfunctioning appliance]. This issue is causing [Explain the impact of the issue – e.g., water damage, discomfort, safety concerns].

I have tried [If you’ve taken any action – e.g., tightening the faucet, etc.], but the problem persists. I believe this requires professional repair.

I kindly request that you arrange for [Describe what you want them to do – e.g., a plumber, a window repair service, an appliance repair technician] to address this issue as soon as possible. Please contact me at [Phone Number] to schedule a convenient time for the repair. I am also available via email at [Email Address].

Thank you for your prompt attention to this matter.

Sincerely,

[Your Name]

Subject: Late Delivery – Order #112233 – [Product Name]

Dear [Vendor Name] Customer Service,

I am writing to inquire about the status of my order, #112233, which was placed on [Date of Order]. The order includes [Product Name], and the estimated delivery date was [Original Delivery Date].

As of today, [Date], I have not yet received the order. This delay is causing [Explain the consequences of the delay – e.g., delays in our project, loss of sales, etc.].

Could you please provide an update on the delivery status and let me know when I can expect to receive the order? I would appreciate it if you could also tell me what the hold-up is. If the order is significantly delayed, what options are available to us?

Please contact me as soon as possible at [Phone Number] or [Email Address].

Thank you for your prompt attention to this matter.

Sincerely,

[Your Name]

Subject: Breach of Contract – [Contract Name or Description]

Dear [Name of Other Party],

This letter addresses a breach of contract regarding [briefly describe the contract, e.g., the services agreement dated January 1, 2024, for website design].

Specifically, the terms of the contract that have been breached are [Clearly state which terms have been violated, e.g., the delivery date for the website design, which was agreed upon to be February 1, 2024, but has not yet been fulfilled]. [Explain how the breach has impacted you, e.g., This delay has caused us to miss our marketing launch, which is costing us sales].

To resolve this matter, I request that you [Specify what you want the other party to do, e.g., immediately complete the website design, or refund the deposit paid]. I expect [Specific Deadline or Timeline, e.g., the design to be delivered by March 1, 2024].

Please confirm your agreement to these terms in writing by [Date – Give them a reasonable amount of time]. If a resolution is not reached, we may need to explore other options.

Sincerely,

[Your Name]

Subject: Workplace Conflict – [Brief Description of the Issue]

Dear [Supervisor’s Name],

I am writing to address a conflict I am experiencing with [Name of Colleague] in the workplace. The issue involves [briefly describe the conflict, e.g., disagreements over project responsibilities, communication issues, etc.]

Specifically, [Explain the details of the conflict in a clear and neutral manner. Avoid blaming. Focus on specific behaviors, e.g., On several occasions, [Colleague’s Name] has [Specific behavior] which has resulted in [Consequence]].

I have already tried [If you’ve tried to resolve the issue yourself, state what you did. If not, state why you didn’t attempt to resolve it, e.g., I attempted to discuss this with [Colleague’s Name], but the situation did not improve. I would be grateful if you could facilitate a meeting to clarify roles and responsibilities.]. I propose [Suggest a resolution, e.g., a mediation, a meeting to discuss the issues, or clearer guidelines].

I would appreciate your assistance in resolving this conflict to maintain a positive and productive work environment. Please let me know when you are available to discuss this further.

Thank you for your time and attention to this matter.

Sincerely,

[Your Name]

Subject: Refund Request – Damaged Item – Order #445566

Dear [Company Name or Seller],

I am writing to request a refund for a [Name of item] that I received on [Date]. My order number is #445566.

Upon receiving the item, I discovered that it was damaged. [Describe the damage clearly. Include details, and provide any specific parts that were damaged. For instance, the screen was cracked, or the handle was broken]. I have included [number] photos/videos showing the damage.

I would like to request a full refund for this damaged item, or alternatively, [suggest another solution if applicable – e.g., a replacement].

I have attached copies of [supporting documents, like a receipt or order confirmation]. Please advise on how to proceed with the refund process.

Thank you for your prompt attention to this matter.

Sincerely,

[Your Name]