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.

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 -

Complaint and dispute letter about a bill, invoice, withdrawal.

Further things to consider when writing complaint letters to customer service

Further things to consider when writing complaint letters to customer service

Complaint Letters

Complaint letters are letters written to a certain authority to address an unacceptable or unsatisfactory behavior or situation. They are used to address any offense, wrongdoing, grievance, or resentment arising out of products or services. Basically, complaint letters are used to raise concerns about unfair doings and seek a productive outcome. Some of the most common mistakes people complain about include defective or incomplete order, abnormal delays in sending consignments, mistakes in bills or reminders for payment, dispatching products of wrong quality, or even a neighbor's misconduct.

Complaint letters can be written by anyone for any reason. Provided you have a purpose and the facts to back up your complaint; then you can put together a complaint letter. State the actual complaint and put in all the necessary details such as the number of times the issue has occurred. Mention what actions you expect to be taken regarding your complaint (suggest solutions if necessary). If you are writing a complaint to a home owner about something that happened, explain clearly how the events transpired. Use a cordial and polite tone and ask for a response before closing your letter.

Letters to Customer Service

Letters to customer service are letters sent to the person in charge of offering assistance and advice to customers or clients in a company. The recipient of these letters could be the customer service manager or any other person in the customer service department. There are many types of letters written to the customer service. The most common ones include inquiry letters to inquire information about products and services, complaint letters to file a complaint, and thank-you letters to thank a company for quality services. For any reason you may want to write to customer service, your letter must be formal.

The best letters to customer service are short and straightforward. Make sure to address the letter accordingly. For instance, if you know the customer service manager, address him/her by name. However, if you don't know his/her name or anyone in the customer service department, address your letter as "To whom it may concern". State your name and the reason for your letter. Convey your message clearly. Provide necessary information such as contact details. Be polite and professional even if you are filing a complaint. End the letter positively or by calling the recipient to action.

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