- Mention the actual issue and your expected resolution. Do not blame or threaten the reader especially if this is the first letter. If the issue is not resolved, you may state your planned course of action.
- Mention the problem and your disagreement.
- Support your point of view with appropriate evidence.
- Mention the solution that you would like to see. Also, state what measures you are ready to take to get the desired results.
- Thank the reader and express your confidence to reach an amicable solution.
[State, ZIP Code]
[State, ZIP Code]
[Subject: Normally bold, summarizes the intention of the letter] -Optional-
Dear [Recipients Name],
I just received the March statement for my Cole's charge account number 15467- 94856, and I noticed a discrepancy between our records. The statement reflects two charges at Cole Wall Paper for March when I only made a single purchase there for $300 on March 10. There was also a charge of $50 dated March 12 which is clearly erroneous as I've never purchased anything else after the first transaction. Kindly re-check your records and mail me the correct billing statement. If this is shown to be fraud, I am willing to present my account activity records with Cole's. I have always appreciated with my Cole's account, and I believe that you can resolve this matter quickly.
[Senders Title] -Optional-
[Enclosures: number] - Optional -
cc: [Name of copy recipient] - Optional -
Sample disagreement letter concerning a double charge made.
Further things to consider when writing disagreement letters to customer service
Disagreement letters are letters written when someone disapproves the opinion of the other person. They allow you to express your frustrations or concerns assertively and constructively. There are many situations that might force you to write a disagreement letter. For instance, an accusation of a company policy violation, poor performance rating, or wrongful discharge. It may also be a local government decision that could affect your property. When these things happen, you may feel defensive and angry, and it is important that you calm down and clear your head before expressing your opinion.
Disagreement letters must be written in a manner that expresses your opinion clearly. Outline the disagreement and briefly explain how you think it can best be resolved. Maintain a professional tone throughout the letter and avoid being rude to the recipient. Keep the letter brief and to the point and avoid adding unnecessary details that might confuse the issue or the recipient. Be constructive and back up your opinions with evidence, pointing out the specific error or concern respectfully. Avoid accusations and threats despite how you feel. End the letter with a positive tone that displays your confidence in resolving the issue.
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.