Dealing with invoices is a regular part of business, and sometimes, you need to address errors. This guide will walk you through creating effective emails when you need to dispute an invoice. We’ll explore several scenarios and provide a helpful Dispute Invoice Email Sample, helping you communicate clearly and professionally to resolve billing issues.
Why a Good Dispute Invoice Email Matters
When an invoice isn’t right, you need to take action. This is where a well-crafted email comes in. A clear and professional email can help speed up the resolution process and maintain a good relationship with the vendor. A well-written email is super important because it clarifies the problem, provides evidence, and sets expectations for a quick fix. It also shows the vendor you’re serious about resolving the issue. Here’s why a good email is key:
* It documents your complaint, creating a record for both you and the vendor.
* It communicates clearly, preventing misunderstandings.
* It can save you money by catching billing mistakes early.
Here’s a quick comparison of what makes a good dispute email:
| Good Email | Bad Email |
|---|---|
| Clear Subject Line | Vague Subject Line |
| Specific Details | General Complaints |
| Supporting Documentation | No Evidence |
Email for Incorrect Price
Subject: Invoice Dispute – Invoice #1234 – Incorrect Pricing
Dear [Vendor Name],
I am writing to dispute invoice #1234, dated October 26, 2023, for the amount of $500.00. The invoice includes a charge for [item/service] at a price of $50.00 per unit.
According to our agreement/purchase order (attached), the correct price for this item/service is $40.00 per unit. The total cost should therefore be $400.00, not $500.00.
Could you please revise the invoice to reflect the correct pricing and send a corrected version?
Thank you for your time and attention to this matter.
Sincerely,
[Your Name]
[Your Title]
[Your Company]
[Your Contact Information]
Email for Missing Items/Services
Subject: Invoice Dispute – Invoice #5678 – Missing Items
Dear [Vendor Name],
I am writing to dispute invoice #5678, dated November 2, 2023. The invoice includes charges for items/services that were not received as part of order [order number].
Specifically, the invoice lists:
- [Item 1] – Quantity [Quantity]
- [Item 2] – Quantity [Quantity]
However, upon checking the delivered goods, we did not receive the items listed above. Please adjust the invoice to reflect the items we actually received, or provide proof of delivery for the missing items.
We appreciate your help in resolving this issue.
Sincerely,
[Your Name]
[Your Title]
[Your Company]
[Your Contact Information]
Email for Duplicate Charges
Subject: Invoice Dispute – Invoice #9012 – Duplicate Charge
Dear [Vendor Name],
I am writing to dispute invoice #9012, dated November 9, 2023. It appears that this invoice contains a duplicate charge.
We believe the charge for [item/service] is the same as the one included in invoice #0000 (dated [date]).
Could you please investigate this matter and remove the duplicate charge from invoice #9012?
Thank you for your understanding.
Sincerely,
[Your Name]
[Your Title]
[Your Company]
[Your Contact Information]
Email for Unapproved Charges
Subject: Invoice Dispute – Invoice #3456 – Unapproved Charges
Dear [Vendor Name],
I am writing to dispute invoice #3456, dated November 16, 2023, as it includes charges for services/items that were not authorized.
Specifically, the invoice includes charges for [item/service] which was not agreed upon or included in the original scope of work/purchase order [PO number].
Please remove the unauthorized charges from the invoice. If there was a misunderstanding, please provide documentation supporting these extra charges.
Thank you.
Sincerely,
[Your Name]
[Your Title]
[Your Company]
[Your Contact Information]
Email for Incorrect Dates
Subject: Invoice Dispute – Invoice #7890 – Incorrect Dates
Dear [Vendor Name],
I am writing to dispute invoice #7890, dated November 23, 2023, as the date(s) of service/delivery listed on the invoice are incorrect.
The invoice states the service/delivery took place on [Incorrect date(s)], but according to our records, it occurred on [Correct date(s)].
Could you please correct the date(s) on the invoice and resend it?
Thanks for your help.
Sincerely,
[Your Name]
[Your Title]
[Your Company]
[Your Contact Information]
Email for Poor Quality of Goods or Services
Subject: Invoice Dispute – Invoice #2345 – Quality Issues
Dear [Vendor Name],
I am writing to dispute invoice #2345, dated December 1, 2023, because the goods/services provided did not meet the agreed-upon quality standards.
Specifically, [Describe the issue and why it’s a problem. E.g., “the items were damaged upon arrival,” or “the service did not meet the agreed-upon specifications outlined in the contract.”].
We request that you [State your desired outcome: E.g., “provide a replacement,” “issue a credit,” or “re-perform the service.”] to rectify this issue.
We look forward to your prompt response.
Sincerely,
[Your Name]
[Your Title]
[Your Company]
[Your Contact Information]
Email for Not Following the Terms of Service
Subject: Invoice Dispute – Invoice #6789 – Non-Compliance with Terms of Service
Dear [Vendor Name],
I am writing to dispute invoice #6789, dated December 8, 2023, because it violates the terms of service/contract between our companies.
The invoice includes [specific details about the violation]. This is contrary to section [section number] of our agreement, which states [relevant clause from the agreement].
Please adjust the invoice to comply with our agreement.
We hope to resolve this soon.
Sincerely,
[Your Name]
[Your Title]
[Your Company]
[Your Contact Information]
In summary, being able to write a clear Dispute Invoice Email Sample is a crucial skill in the business world. This guide gives you the tools and examples you need to manage billing issues effectively, ensuring both accuracy and a positive working relationship with your vendors. Remember to be clear, provide evidence, and keep things professional. Good luck!