How to Write a Resolution Email: Tips and Guidelines

Are you tired of receiving vague and unhelpful emails that fail to address your concerns? Whether it’s a complaint about a product or service, or a question that needs resolving, crafting a resolution email can be daunting. But fear not, as in this article, we will show you how to write a resolution email that is clear, concise, and effective.

By the end of this article, you will be armed with tried-and-tested techniques to compose resolution emails that not only satisfy your recipient’s needs but also leave a positive impression. What’s more, we’ll provide you with examples that you can edit based on your specific situation.

So, if you want to make your emails stand out and achieve your desired outcome, read on to discover how to write a resolution email that gets results.

The Best Structure for Writing an Effective Resolution Email

Writing a resolution email can be a challenging task, especially when trying to convey difficult news or confrontational subject matter to someone. In today’s fast-paced digital world, it is essential to know how to craft effective emails that get the message across clearly and concisely.

When it comes to creating a structure for a resolution email, there are a few key elements to keep in mind. These include the subject, tone, formatting, and content of the email. By following a structured approach, you can increase the chances of your email being received positively and the recipient taking appropriate action.

Subject Line

The subject line is the first thing that the recipient will see when they receive your email. It is essential to choose a subject line that accurately reflects the content of the email and is concise and to the point. Avoid using “click-bait” titles or being ambiguous as this could lead to the email being ignored or the recipient misunderstanding the message.

Opening Paragraph

The opening paragraph of your resolution email should set the tone for the rest of the message. Begin by stating the purpose of the email and the context in which it is being sent. Avoid being confrontational or emotional. Instead, focus on conveying the facts in a neutral tone.

Body Paragraphs

The body of your email should contain the details of the resolution. Break the content down into sections or paragraphs, using bullet points or numbering if necessary, to make the message easily digestible. Clearly explain the issue at hand, the steps taken to resolve the problem, and any expectations or actions that need to be taken as a result of the resolution.

Closing Paragraph

The closing paragraph of your resolution email should summarize the key points of the email and restate any expectations or actions that are required. End the email on a positive note, thanking the recipient for their time and attention and expressing the hope that the resolution is satisfactory.

Formatting and Tone

When it comes to formatting and tone, keep things simple and direct. Use bullet points, bold text, or underlining to highlight important information, but avoid using excessive formatting as it can detract from the message. As for tone, use a polite, assertive, yet professional tone throughout the email.

In conclusion, an effective resolution email should have a clear subject line, a precise opening paragraph, well-articulated body paragraphs, and a concise, significant closing. With these tips, you can create a structured email that gets the message across effectively while retaining a professional tone.

7 Resolution Email Samples for Different Reasons

Regarding a Product Defect Issue


Thank you for bringing the product defect to our attention. We assure you that our team is taking immediate measures to correct the situation and prevent it from happening again. We apologize for any inconvenience caused and appreciate your patience. As a token of our apology, we would like to offer you a replacement product or a refund, whichever you prefer. Please let us know how we can make this right for you.

Thank you for your understanding. We value your loyalty to our brand and look forward to exceeding your expectations in the future.

Best regards,

[Your Company]

Regarding a Technical Support Issue

Dear [Customer Name],

Thank you for reaching out to us regarding your technical support issue. We understand the frustration that this has caused you and we want to assure you that we are committed to resolving the issue for you as quickly as possible. Our team of support specialists is already working on your case and we will keep you updated with regular progress reports until your issue has been resolved.

We apologize for any inconvenience caused and appreciate your patience and understanding. If you have any further concerns or questions, please don’t hesitate to contact us.

Thank you for giving us the opportunity to serve you.

Best regards,

[Your Company]

Regarding a Payment Dispute

Hello [Customer Name],

Thank you for bringing the payment dispute to our attention. We sincerely apologize for any confusion or inconvenience caused. We have reviewed your account and our records and have identified the issue. We will immediately process the necessary adjustments to rectify the situation and will notify you as soon as the adjustment has been made.

Again, we apologize for any inconvenience and thank you for your patience and cooperation. If you have any further concerns or questions, please contact us directly.

Best regards,

[Your Company]

Regarding a Complaint About a Staff Member

Dear [Customer Name],

Thank you for bringing your concerns about one of our staff members to our attention. We take such matters very seriously and will investigate your complaint thoroughly. Our goal is to ensure that all of our customers receive top-notch service and we apologize for any negative experience you may have had.

We will address your concerns with the staff member in question and take the necessary corrective action. We appreciate your feedback as it helps us to improve our services. If you need any further assistance or would like to provide additional feedback, please feel free to contact us.

Thank you for your understanding.


[Your Company]

Regarding a Request for a Refund

Hello [Customer Name],

Thank you for contacting us about your refund request. We apologize for the inconvenience caused and want to ensure that you are completely satisfied with your purchase.

We understand your frustration and will process your refund within [number of business days] days. Please note that it may take a few more days for the refund to reflect on your account, depending on your financial institution. If you need any further assistance or have any questions, please don’t hesitate to contact us.

Thank you for giving us the opportunity to serve you.

Best regards,

[Your Company]

Regarding a Job Application

Dear [Job Applicant Name],

Thank you for submitting your job application to [Your Company]. We appreciate your interest in joining our team and taking the time to apply for the position. We have received your application and will review it carefully. We will contact you if we require any further information or if we would like to schedule an interview with you.

We value all of our applicants and want to keep you informed throughout the hiring process. Thank you again for your interest in working with us at [Your Company].

Best regards,

[Your Company]

Regarding a Request for Technical Assistance

Hello [Customer Name],

Thank you for reaching out to us for assistance with your technical issue. We understand the urgency of the situation and we want to ensure that we help you as quickly and efficiently as possible.

Our team of technical specialists is already working on the issue and will provide you with regular updates until the issue has been resolved. We appreciate your patience and cooperation in the meantime. If you have any further questions or concerns, please don’t hesitate to contact us.

Thank you for giving us the opportunity to assist you.

Best regards,

[Your Company]

How to Write an Effective Resolution Email:

When writing a resolution email, it’s important to be clear and concise. State the problem or issue at hand, and provide a potential solution. Here are some tips to help you write an effective resolution email:

  • Keep it short and to the point. Your email should be easy to read and understand. Use simple language and bullet points to break up paragraphs. Avoid using complicated jargon or technical terms that may confuse the reader.
  • Clearly state the problem. Make sure you identify the issue and explain what needs to be resolved. Be specific and provide examples if necessary. This will help the recipient understand the problem and how it affects them.
  • Provide a proposed solution. Once you’ve identified the problem, suggest a potential solution. Be open to feedback and suggestions, but make it clear that you have thought through the issue and have a proposed plan of action.
  • Explain the benefits. Explain how the proposed solution will benefit the recipient, the team, or the company as a whole. This will help motivate action and provide a clear understanding of why the proposed solution is important.
  • Include an action plan. Provide a clear timeline and responsibilities for implementing the proposed solution. This will help ensure that everyone is on the same page and knows what needs to be done to resolve the issue.
  • End with a call to action. Encourage the recipient to take action by clearly stating what you expect them to do. Make sure they understand the importance of the issue and the urgency of the situation.

By following these tips, you can write an effective resolution email that clearly identifies the problem and provides a potential solution. Remember to keep your email short and to the point, and to end with a call to action that motivates the recipient to take action.

Frequently Asked Questions on Writing a Resolution Email

What is a resolution email?

A resolution email refers to a written response, typically in an email format, that you send to provide a resolution to a query, issue, or complaint.

What are the key components of a resolution email?

The key components of a resolution email are: introduction, explanation of the situation, solution, and a friendly closing statement with gratitude.

How do I start a resolution email?

You should start your resolution email by introducing yourself, acknowledging the issue or complaint, then expressing empathy for the inconvenience caused.

What is the recommended length for a resolution email?

A resolution email should be clear, concise, and to the point. Aim for a length of 200-300 words.

How should I structure the main body of a resolution email?

The main body of a resolution email should provide a detailed explanation of the situation and your proposed solution. Make sure to be transparent, informative, and offer alternatives if necessary.

What language should I use in a resolution email?

Use a friendly, professional tone, and avoid technical or complicated jargon. Be courteous but not overly apologetic.

When should I send a resolution email?

Send a resolution email as soon as possible after receiving a complaint or query. Ideally, aim to respond within 24 to 48 hours.

What are some common mistakes to avoid when writing a resolution email?

Some common mistakes to avoid are making excuses, being defensive, or not acknowledging the impact the situation had on the recipient. Addressing the root cause of the issue and offering a solution that satisfies the recipient can prevent further escalation.

How should I close my resolution email?

Conclude with a friendly statement expressing gratitude for their business and a willingness to further assist if needed.

Do I need to follow up after sending a resolution email?

If you do not receive a response after a reasonable amount of time, it may be helpful to follow up and ensure that the recipient is satisfied with the resolution offered.

Wrapping It Up

Well, folks, that’s it! We hope this guide has helped you feel more confident about writing resolution emails. Remember to be clear, concise, and courteous in your message. And, of course, to proofread before hitting send. Thanks for reading and feel free to check out our other articles at [website name]. We’ll catch you later!