GUIDELINES
- State the problem with clarity and do not blame or threaten in the first letter. If the problem is not getting resolved, follow up with consequent letters. In the further proceedings mention the course of action that you have planned. But make sure you have decided to take further action to resolve the problem.
- State the exact reason for disagreement.
- Provide necessary proof to support your point of view.
- Mention the expected result of your plan of action. Include the course of action that you plan to take up.
- End the letter by mentioning the advantages of agreement of a solution. Express your confidence in it.
SAMPLE LETTER
[Address line]
[State, ZIP Code]
[Letter Date]
[Address line]
[State, ZIP Code]
[Subject: Normally bold, summarizes the intention of the letter] -Optional-
Dear [Recipients Name],
I received your letter of allegation today, and I very much want to clear things up. It is a simple misunderstanding, and I believe it will be easy to resolve.
Your records indicate that I rented a car from you on July 11th and that the car was never returned. I did rent the car but returned it to the Rent-A-Ride on Santa Fe instead of the store on Boulevard where I rented it.
The employee I returned the car to said he would handle the proper exchange, and I was free to go. When I called the store, they informed me that employee had forgotten to perform the transaction and that the car is sitting on their lot at this moment. They assure me that the matter will be taken care of by the end of the business day.
I hope you will call to verify my claim. I know I will phoning both stores myself tomorrow to make certain all charges are clear. As you can imagine, I don't need a $15,000 charge on my credit card!
Thank you and have a beautiful day!
Sincerely,
[Senders Name]
[Senders Title] -Optional-
[Enclosures: number] - Optional -
cc: [Name of copy recipient] - Optional -
Disagreement Letter With a False Accusation. Sample letter.
Further things to consider when writing disagreement letters to vendors
Disagreement Letters
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 Vendors
Letters to vendors are letters written to people or companies offering goods for sale. These letters could be written to inquire information about a product, terminate a contract with a vendor, or to inform a vendor of relocating of business. If you own a company, writing to your vendors is important as it provides you and the recipient with proof that you actually requested something or took action regarding an issue. It is also an effective way to communicate sensitive information that may not be communicated on the phone.
Letters to vendors must be written in the standard business letter format and should use an official letterhead. Start the letter with a statement that informs the recipient of the purpose of your letter. Explain the letter in details providing all the important information. For instance, if you are writing to terminate your contract with the recipient, mention the date when you want to effect the change. However, if your letter is to inform the recipient of your business relocation, you should provide the new business location and address. Be brief and use a professional tone. Finish on a positive tone and sign the letter with your full name.
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