A resolution letter clearly communicates the issues, outlines any proposed solutions, provides background information on the problem, and clarifies issues upon the vote to be cast. Resolutions typically contain a heading, a whereas statement and therefore-be-it-resolved clause. The letter is generally one page or less, still ensuring the topic is well-covered.
Begin the letter with three separate lines. The first line is a brief description for the resolution. Name the originating commissions in the second line. The third line lists the resolution number or another numbering scheme. The whereas statement is next, and this identifies the involved entities in reviewing the proposal, describing the problem, a brief history of the problem and any proposed solution. This is written in a flowing, logical order.
Next is the therefore-be-it-resolved statement, which contains the steps to achieve the proposed solution. A clear statement of exactly what is being voted on and how the entity plans to implement the revised policy is next. Specific details on how the revision is going to happen and why the proposed plan is important. When necessary, include additional items such as the old version of the changed document. This allows anyone involved in the decision making to compare the changes.