How to write a Resolution Letter

How to Write a Resolution Letter

Based on the purpose of your resolution letter, the contents are subject to variations. The formats also vary. A corporate resolution letter will be written in a different manner as compared to a death resolution letter. There are, however certain common elements which are applicable to almost all the resolution letters.

Resolution Letter Writing Tips

• Drafting – As always drafting is one thing you cannot ignore. Drafting is essential for any type of resolution letter. A draft is subject to revisions and updations so one can take liberties in grammar, punctuation, spelling, sentence structure or word limit. A draft may require an approval or authorised from seniors before it is sent.  Drafting also helps because you may not come up with a perfect copy in a single go. You may end up with varied multiple drafts which can be beneficial as you can select the most essential components from various drafts and use it create a final draft.

• Clear Intent and Supporting Content – A resolution letter should be clear in its intent. The clarity should come across easily. Support your arguments with facts and law. Be thoughtful about the issue. The pros and cons need to be mentioned if required. This way it becomes easy for the reader to understand and the sooner it happens, the sooner will be the action.

• Ensure Compliance – Certain resolution letter require the consideration of a county, district, or department. In such cases ensure that the letter has been prepared and forwarded in accordance with the respective regulations and bylaws. This saves time and ensures a speedy action.

• Using a Letterhead – Being a formal letter a letterhead is an essential component of a resolution letter. Letterhead is a symbol of authority and is as such required on the letter. Certain letters of resolution may not require a letterhead as per the norms and regulations prevalent in a region.

• Only Typed Letters – Another characteristic of a formal letter is that it is almost always typed. The rule also applies to the resolution letter as typed text is uniform in structure as compared to handwritten text.

• Enclosure – Depending on the recipient you may have to attach different types of relevant documents. Don’t forget to attach and verify correct attachments. Do not send any originals unless there is an actual need for it.

• How long or how short? – The length of the letter is dependent on the topic of the letter. If it is an old issue it can be lengthy and if the issue concern a minor matter it will be short. But there can be exceptions so don’t try to make your letter lengthy just because we have mentioned it. You will be wasting time if you do this. Analyse the matter and when you start.

• Do not depend entirely on Pre-Formats – Not all resolution letters require to be written or typed as organisations have certain templates towards this cause. Nonetheless you may come across situations where you will have to improvise the existing ones. Certain templates may have become redundant. In such a case look for resources which can guide you. Read the company policies, get the help of an expert, consult your friends and seniors, search the web and so on.

• Proofreading – Check your grammar, spellings, sentence formation and structure. Check the accuracy, clarity and a sense of completeness of your paragraphs. Resolution letters are serious documents especially the corporate one’s and these have to be error free. So, ensure that there is not even a marginal error.  If typed on PC use professional fonts like Times New Roman or Arial and maintain the same. Also keep in mind the legibility of words; neither too small nor too big. Appropriate dates, signature and complimentary closure should not be forgotten.

Resolution Letter Format to bank for change in signatory