Dispute Resolution Letter Template

A dispute-resolution letter proposes a path to settle a disagreement with a customer or partner.

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[[Sender Name]]
[[Company]]
[[Date]]

[[Recipient Name]]
[[Recipient Company]]

Dear [[Recipient Name]],

We want to resolve the disagreement over [[matter]] fairly and quickly. Here is what we understand happened: [[brief, neutral summary]].

We propose: [[concrete solution — refund / redo / split the difference]] by [[date]]. If you see it differently, please tell us your preferred outcome by [[date]] so we can agree.

Our goal is to keep working together with trust restored.

Sincerely,
[[Sender Name]]

What to fill in

The matter in dispute
A neutral summary of each side
A concrete proposed solution
A date for their response

Tips

Summarise their view accurately before yours.

Offer a specific remedy, not vagueness.

Set a response date to keep momentum.

FAQ

What if they reject the proposal?

Invite their counter-proposal in writing, then move to mediation or your contract's dispute clause.

By Tracy Walsh, business writing coach

Dispute Resolution Letter Template

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What to fill in

Tips

FAQ

What if they reject the proposal?

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