Dealing with invoices can be tricky, and sometimes you might need to question a charge. That’s where a “Dispute Invoice Email Sample” comes in handy! It’s a formal way to let a company know you disagree with an invoice and need them to take a closer look. This article will walk you through how to write effective emails to address different invoice issues.
Why a Well-Written Dispute Matters
Writing a clear and professional dispute is super important. This helps you avoid misunderstandings and get the issue resolved quickly. It shows the company you’re serious and gives them the information they need to fix the problem. Here’s why a good dispute email matters:
* It provides a written record of your concern.
* It helps avoid phone tag and keeps everything organized.
* It shows respect for the billing process.
When writing your email, make sure you have these things:
1. Invoice number
2. Date of the invoice
3. Specific items or charges you are disputing
4. The reason for the dispute
Invoice Discrepancy Email Sample
Dispute Invoice Email Sample for Incorrect Pricing
Subject: Invoice Dispute – Invoice #12345 – Incorrect Pricing
Dear [Supplier Name],
I am writing to dispute invoice #12345, dated October 26, 2023. I’ve reviewed the invoice and noticed a discrepancy in the pricing for [Item or Service]. According to our agreement, the price should be $[Correct Price], but the invoice shows $[Incorrect Price].
Please review the attached purchase order [Optional: attach a copy of the purchase order] and adjust the invoice accordingly. I would appreciate it if you could send a corrected invoice at your earliest convenience.
Thank you for your time and attention to this matter.
Sincerely,
[Your Name]
Dispute Invoice Email Sample for Unauthorized Charges
Subject: Dispute Invoice – Invoice #67890 – Unauthorized Charge
Dear [Supplier Name],
I am writing to dispute invoice #67890, dated November 1, 2023. Upon reviewing the invoice, I noticed a charge of $[Amount] for [Item or Service] that I did not authorize.
Please provide documentation to support this charge. If this was sent by mistake, please remove the charge from the invoice. I did not request or receive the goods/service listed.
Thank you for your immediate attention to this issue.
Sincerely,
[Your Name]
Dispute Invoice Email Sample for Duplicate Charges
Subject: Dispute Invoice – Invoice #24680 – Duplicate Charge
Dear [Supplier Name],
I am writing to dispute invoice #24680, dated November 8, 2023. I believe there is a duplicate charge on this invoice for [Item or Service]. I have already paid for this in invoice #[Previous Invoice Number].
I have attached a copy of [Proof of payment]. Could you please investigate this matter and remove the duplicate charge? I would appreciate a confirmation once the adjustment is made.
Thank you for your assistance.
Sincerely,
[Your Name]
Dispute Invoice Email Sample for Unsatisfactory Service
Subject: Invoice Dispute – Invoice #11223 – Unsatisfactory Service
Dear [Supplier Name],
I am writing to dispute invoice #11223, dated November 15, 2023, for [Service]. I was not satisfied with the service provided.
Specifically, [Provide details about what was wrong. For example: “the work was not completed as agreed”, “the quality was poor”, or “the deadline was missed.”]. I have attached [Optional: any supporting documentation, e.g., photos or emails].
I request that you reconsider the invoice or arrange a re-do of the services provided.
Sincerely,
[Your Name]
Dispute Invoice Email Sample for Goods Not Received
Subject: Invoice Dispute – Invoice #33445 – Goods Not Received
Dear [Supplier Name],
I am writing to dispute invoice #33445, dated November 22, 2023, for [Item(s)]. I have not received the items listed on the invoice.
Could you please investigate the shipping status? If the items were shipped, please provide tracking information. If the goods were not shipped, please let me know how we can proceed.
Thank you for your help.
Sincerely,
[Your Name]
Dispute Invoice Email Sample for Incorrect Quantity
Subject: Invoice Dispute – Invoice #55667 – Incorrect Quantity
Dear [Supplier Name],
I am writing to dispute invoice #55667, dated November 29, 2023. The quantity of [Item] listed on the invoice is incorrect.
I received [Correct Quantity] of the item. The invoice states [Incorrect Quantity]. Please update the invoice to reflect the actual quantity received.
Thank you for your prompt attention.
Sincerely,
[Your Name]
Knowing how to write a “Dispute Invoice Email Sample” is an important skill that can save you time and money. By using the examples above and making sure to be clear, concise, and professional, you can effectively communicate your concerns and get your invoice disputes resolved. Remember to keep copies of all your correspondence for your records!