Email & Conflict Resolution Templates

For Vietnamese Professionals Working with US Teams

Email Template: Resolving a Misunderstanding

Subject: Clarifying [Topic] – Let’s Align

Hi [Name],

I want to make sure I’m on the same page regarding [specific issue].

• My Understanding: [Paraphrase the original expectation]
• Where I’m Unsure: [Explain the confusion]

Could we schedule a quick call to discuss this? I’m available [offer 2–3 time options].

Thank you for your guidance!

Best,
[Your Name]

When to Use:

• When instructions or feedback are unclear.
• Tip: Frame it as your responsibility to clarify, not their mistake.

Conflict Resolution Script for Meetings

Scenario: Disagreement over approach

• Your Prep:
  • Note factual reasons for your stance (e.g., “Option A reduces long-term tech debt”).
  • Acknowledge the other person’s perspective.

Script:

1. Acknowledge: “I understand you’re advocating for [approach] because [reason].”
2. Explain: “I recommend [your approach] because [data/example].”
3. Collaborate: “Could we test both options with a small prototype?”
4. Close: “Let’s align with [stakeholder] if needed.”

Template: Addressing Missed Expectations

Subject: Improving [Task/Process] – Action Plan

Hi [Name],

Thank you for your feedback about [specific issue]. Here’s my plan to address this:

• Root Cause: [Briefly explain]
• Action Steps:
  1. [Immediate fix]
  2. [Preventative measure]

I appreciate your patience as I correct this.

Best,
[Your Name]

Email Templates for Escalating Issues

1. Escalating a Technical Blocker

Subject: Urgent Blocker – [Project/Task Name] Needs Attention

Hi [Manager’s Name],

I’ve hit a critical technical blocker while working on [task]: [Briefly describe the issue].

• Impact: [Explain consequences]
• Attempted Solutions: [Describe attempted solutions]
• Request: [Propose next step]

Let me know the best time to discuss.

Thank you,
[Your Name]

2. Escalating Misaligned Stakeholders

Subject: Alignment Needed – Conflicting Feedback on [Project]

Hi [Manager’s Name],

I’ve received conflicting feedback from [Stakeholder A] and [Stakeholder B] regarding [specific task].

• Stakeholder A’s Request: [Summarize]
• Stakeholder B’s Request: [Summarize]

To avoid delays, could you help clarify the priority? I’m happy to join a meeting to align everyone.

Best,
[Your Name]

Guide: Giving Feedback to US Managers

Why It Matters: US workplaces encourage upward feedback, but it must be framed constructively.

Do’s

• Focus on Solutions: “I recommend weekly check-ins to streamline communication.”
• Use “I” Statements: “I’ve noticed that last-minute changes are causing rework. Could we finalize requirements earlier?”
• Time It Right: Give feedback during 1:1s, not public channels.

Don’ts

• Avoid Generalizations: ❌ “You’re always changing priorities.” → ✅ “I’ve adjusted priorities three times this week. Could we lock the scope for [phase]?”
• Never Make It Personal: Focus on processes, not people.

Sample Script

“I’ve noticed [specific issue]. This impacts [result]. Could we try [solution]?”

Example:

“I’ve noticed tasks are often assigned without clear deadlines. This makes it hard to prioritize. Could we add due dates to Jira tickets?”