Complaint and dispute letter about a bill, invoice, withdrawal

GUIDELINES

  1. The intention of most organizations is to clear the issues of the customers. They would want to resolve the customers' complaints. Avoid acquisitions or aggressive tone. If earlier letters to the executives have not resolved the issue, send a note to the CEO or President. Use a strict but gentle tone.
  2. Mention all the necessary details of the current case.
  3. Attach photocopies of relevant documents to confirm your claim. Keep the original copies of receipts, notices, invoices or canceled checks.
  4. Mention your proposal to resolve the issue.
  5. Express your confidence in the reader's ability to handle the issue. End on a positive note.
  6. Check your grammar for free here

SAMPLE LETTER

[Senders Name]
[Address line]
[State, ZIP Code]

[Letter Date]

[Recipients Name]
[Address line]
[State, ZIP Code]

[Subject: Normally bold, summarizes the intention of the letter] -Optional-


Dear [Recipients Name],

I write in response to your letter of March 12. In this letter, you send a bill for $500 for a loan that I had taken out with Halifax Corporation. I should point out that I no longer have a loan with yourselves as it was repaid in full on February 13. You will see attached a copy of the final payment confirmation assigned by an employee of your corporation. Additionally, I have also attached a copy of the loan agreement for your perusal.

In the loan agreement, you can clearly see the repayment schedule and also the highlighted line that confirms that there is to be no additional charge for an early repayment of the loan. As the $500 is directly related to fees for early repayment, it can not be a valid accusation. As I have complied with all aspects of the loan, I would ask that my promissory note is returned to me straight away with the acknowledgment that no further money is owed to the Halifax Corporation. I look forward to receiving a quick response to this letter. I write in response to your letter of March 12. In this letter, you send a bill for $500 for a loan that I had taken out with Halifax Corporation. I should point out that I no longer have a loan with yourselves as it was repaid in full on February 13. You will see attached a copy of the final payment confirmation assigned by an employee of your corporation. Additionally, I have also attached a copy of the loan agreement for your perusal.

In the loan agreement, you can clearly see the repayment schedule and also the highlighted line that confirms that there is to be no additional charge for an early repayment of the loan. As the $500 is directly related to fees for early repayment, it can not be a valid accusation. As I have complied with all aspects of the loan, I would ask that my promissory note is returned to me straight away with the acknowledgment that no further money is owed to the Halifax Corporation. I look forward to receiving a quick response to this letter.

Sincerely,

[Senders Name]
[Senders Title] -Optional-

[Enclosures: number] -Optional-
cc: [Name of copy recipient] -Optional-