Dealing with invoices is a regular part of business, but sometimes, things go wrong. Maybe you were charged the wrong amount, or perhaps the goods or services weren’t what you expected. That’s when you need to know how to handle a dispute. This guide focuses on the important skill of crafting a professional and effective Dispute Invoice Email Sample. Learning to write a good one can save you time, money, and headaches down the road.
Understanding the Basics of a Dispute Invoice Email
A dispute invoice email is simply a formal way of telling a company that you disagree with an invoice they sent you. It’s important to be clear, polite, and provide specific details about why you’re disputing the invoice. Think of it like a formal complaint, but one that you’re sending via email. A well-written email can quickly resolve the issue, keeping your business relationships strong.
This is important because it helps you protect your finances and ensures you’re only paying for what you agreed to. Consider it your first line of defense against billing errors. Here’s what you should typically include:
- Invoice number
- Date of the invoice
- Your account number (if applicable)
- A clear explanation of why you’re disputing the invoice
- Supporting documentation (like a contract, purchase order, or proof of delivery)
- A request for the invoice to be corrected or cancelled
Being organized and providing all the necessary information upfront will speed up the process. Here’s a simple example of a table you can use to organize the information:
| Item | Details |
|---|---|
| Invoice Number | #INV-12345 |
| Invoice Date | October 26, 2023 |
| Dispute Reason | Incorrect quantity of widgets billed |
| Requested Action | Correct the invoice to reflect the actual quantity |
Disputing an Invoice Due to Incorrect Pricing
Subject: Invoice Dispute – Invoice #INV-56789
Dear [Supplier Name],
I am writing to dispute invoice #INV-56789, dated November 2, 2023, for the amount of $[Amount]. According to our purchase order #PO-9876, the agreed-upon price for the widgets was $[Correct Price] each. The invoice, however, lists a price of $[Incorrect Price] each.
Please find attached a copy of our purchase order for your reference. We request that you correct the invoice to reflect the agreed-upon pricing. If you have any questions, please feel free to contact me.
Thank you for your time and attention to this matter.
Sincerely,
[Your Name]
[Your Title]
[Your Company]
[Your Contact Information]
Disputing an Invoice Because of Wrong Quantity of Goods
Subject: Invoice Dispute – Invoice #INV-101112
Dear [Supplier Name],
I am writing to dispute invoice #INV-101112, dated November 9, 2023. The invoice indicates a shipment of 100 units of product X. However, upon inspection, we only received 80 units.
We have attached the receiving report for your review. Please adjust the invoice to reflect the correct quantity of goods received, or provide an explanation for the discrepancy.
Thank you for your prompt attention to this issue.
Sincerely,
[Your Name]
[Your Title]
[Your Company]
[Your Contact Information]
Disputing an Invoice Due to Services Not Rendered
Subject: Invoice Dispute – Invoice #INV-131415
Dear [Service Provider Name],
I am writing to dispute invoice #INV-131415, dated November 16, 2023. This invoice is for services allegedly rendered during the week of November 6, 2023. However, the services described in the invoice were not provided.
We have no record of these services being performed, and we did not authorize them. We kindly request you to revise this invoice or provide proof of service.
We appreciate your cooperation.
Sincerely,
[Your Name]
[Your Title]
[Your Company]
[Your Contact Information]
Disputing an Invoice Because of Late Delivery
Subject: Invoice Dispute – Invoice #INV-161718
Dear [Supplier Name],
I am writing to dispute invoice #INV-161718, dated November 23, 2023, due to late delivery. The purchase order specified a delivery date of October 30, 2023, however, the goods were not received until November 6, 2023.
As a result of the delay, we incurred [mention any damages, like lost sales, etc.]. Please consider adjusting the invoice to reflect the delay and the associated consequences. We value our partnership and trust you understand the importance of timely deliveries.
Thank you.
Sincerely,
[Your Name]
[Your Title]
[Your Company]
[Your Contact Information]
Disputing an Invoice for Unauthorized Charges
Subject: Invoice Dispute – Invoice #INV-192021
Dear [Supplier Name],
I am writing to dispute invoice #INV-192021, dated November 30, 2023, due to unauthorized charges. We noticed a charge of $[Amount] for [item/service], which was not included in our initial agreement or purchase order #PO-1213.
Please remove these unauthorized charges from the invoice. We kindly request a revised invoice that accurately reflects the agreed-upon costs.
Thank you for your prompt attention to this matter.
Sincerely,
[Your Name]
[Your Title]
[Your Company]
[Your Contact Information]
Disputing an Invoice due to a Defective Product
Subject: Invoice Dispute – Invoice #INV-222324
Dear [Supplier Name],
I am writing to dispute invoice #INV-222324, dated December 7, 2023, for the purchase of [product name]. Upon receiving the goods, we discovered that [describe the defect].
We have attached photos and a detailed report of the issue for your review. We kindly request a replacement of the defective product or a credit for the invoice. We look forward to resolving this as quickly as possible.
Sincerely,
[Your Name]
[Your Title]
[Your Company]
[Your Contact Information]
In conclusion, mastering the art of the Dispute Invoice Email Sample is a valuable skill for anyone in the business world. By following the guidelines and using the examples provided, you can protect your finances, maintain strong vendor relationships, and ensure smooth financial transactions. Remember to be clear, concise, and provide supporting documentation. With practice, you’ll become a pro at handling invoice disputes!