Example Letter #1
On February 2, 2018, I received an invoice for $546.00 from Doe Corporation, dated January 30, 2018. Although I once had a loan from Doe, I paid the full balance on January 1, 2018. Please find enclosed a copy of my returned check endorsed by a Doe employee. According to the loan agreement, I was obligated to pay $250 per month until the loan was paid in full.
The agreement also clearly states that Doe will not charge me a penalty for prepayment of the loan. Yet the January 30 invoice indicates that the $546.00 that you are demanding is a penalty. Because of the terms of our agreement, I will not pay the amount you request. I have complied in full with our contract and I expect Doe to return my promissory note within two weeks of this letter. Thank you for your prompt attention to this oversight.
Example Letter #2
To my surprise I received an incorrect bill from you today. You must have forgotten that we agreed on $900 for the painting, not $1,100. I hope we can resolve this problem quickly. I would like to continue our good relationship and refer you to friends and family in need of your services. Please send me a corrected bill. Thank you.
Example Letter #3
I have just received the April statement for my Doe's charge account #12345-67890, and there appears to be a discrepancy between your records and my own. The statement shows two charges at Doe Floor Covering for the month of April, when in fact I only made one purchase there, for $250.00, on April 14. The second charge of $65.00 dated April 19 is clearly an error, as I never entered the store after the initial $250.00 transaction. Please review your records and send me a revised billing statement. If it appears to be a case of fraud, I am prepared to present records of my account activity with Doe's. I have always been pleased with my Doe's account and am confident you will give this matter prompt attention.
Example Letter #4
The bill you submitted to me for the dinner you catered last night is incorrect. The bill lists 50 dinners at $10.50 per person, but the total shown is $550, $25 more than the agreed-upon figure. Because I need an accurate bill for tax purposes, I will wait to send you a check until I receive a corrected bill. I look forward to receiving it.
Write Your Letter Step-by-Step
Identify the disagreement and give evidence for your argument.
Clearly state the outcome you desire. If appropriate, state what action you are prepared to take to ensure a just outcome.
End by expressing your confidence in reaching a mutually agreeable solution.