A resolution letter is a formal document that is generally written to cover a broad resolution or corporate resolution, addressing the decision on a particular topic. It is a legally binding document that covers the board of members for crucial reasons, such as approving the budget, approving a board member, making important decisions, and many others. You can find sample and example formats of resolution letters in Word, Google Docs, PDF, and other formats to easily download from Docsi and customize according to your need.
Resolution Letter Templates [Download in MS Word, Google Docs]
Resolution Letter Format
Header:
Mention the company or the organization details along with the date.
Example:
Company/Organization Letterhead
Date: 10/16/2025
To Details: Mention the recipient’s name, the department and the address details.
Example:
To: Recipient Name
Address: Recipient Address
Subject: Ensure to add a clear and proper subject line that exhibits the purpose of writing the letter.
Example:
Subject: Resolution Letter
Body of the Letter
1. Purpose: Start the letter by stating the purpose of the resolution letter in the introduction part.
Example: This letter serves as an official statement that is passed by the board.
2. Details of the Resolution: Include all details about the resolution, including what was decided, who is responsible, and all important instructions.
Example:
- First decision
- Second decision
- Additional points
3. Effective Date: Mention the date from which the resolution will be applicable.
Example: This resolution is effective from 10/18/2025.
Signatures
Leave space for the signatures of the authorized person.
Example:
Approved By:
Name & Designation
How to Write Resolution Letters?
While writing a resolution letter, start the letter by mentioning the date and, at times, the unique resolution number along with the name of the organization, followed by the title. Ensure to use formal language and explain your intention for writing the letter in clear words. At the end of the resolution letter, ensure to add the signature details to authenticate it.
- Date
Add the date on the letter when the resolution is being proposed.
- Resolution Number
It is a uniquely identifying number that is useful to track its status.
- Company Name and Details
Followed by the unique identification number, mention the details of the company along with its full, official name.
- Title
Add a clear title on the letter that states the purpose of the resolution letter.
- Add a WHEREAS
Adding a WHEREAS clause is crucial to introduce the complete details about proposing the resolution and its background details.
- Body
Discuss the complete previous actions, problems associated with it, and the resolution that can be a solution.
- State the Argument Leading to Final Action
State the WHEREAS clause that builds upon the previous statement and the reason that is leading to the final action.
- Follow the Step-by-Step Format
While discussing the WHEREAS clause, end each statement with a separate semicolon.
- BE IT Resolved
Now that you have cleared the WHEREAS statements, it is crucial to discuss the action to be taken.
- State the Action
Mention the Be It Resolved statement here in clear terms and actions that the board can think of for approval. While discussing each “Be It Resolved” clause, end with a period to be more specific and give clarity on the topic.
- Add a Vote
As it is a legally binding and approval document, add the list of board members’ names along with YES or NO to gather their votes.
- Signature
To authorize their decision, signatures of the board members are necessary at the end along with the date and their sign.
- File it:
At the end, once the whole procedure is complete, take it as an officially approved file and file it in the organization’s policies.
What is a resolution letter?
A resolution letter is an official document that carries a clear intent and deals with one subject to confirm the organisation’s decision, including a preamble.
What should be included in the resolution?
A resolution letter must cover the title and its unique number, along with a WHEREAS clause to explain the background, and the RESOLVED clause to discuss the action, followed by the signatures to authorize the same.
What kind of decisions require a resolution?
Most commonly, a resolution letter is crucial for financial matters such as the budget, removal or approval of board members or any other officials, and involving any major changes in the corporate or board structure.
What are the three main parts of a resolution?
The resolution letter must include the heading, preamble, and operative section. Covering all of these sections would answer all types of questions about why a resolution is being proposed.
What are the three main types of resolution?
The three main types of board resolution that we generally notice are the ordinary resolution, unanimous resolution, and special resolution.