Dealing with invoices can sometimes be tricky. There might be times when you disagree with a charge or think there’s an error. Knowing how to handle these situations professionally is key. This guide provides a helpful Dispute Invoice Email Sample, along with different examples tailored for specific issues you might encounter. Learning how to communicate these discrepancies clearly and effectively protects your interests and maintains good relationships with vendors or clients.
Why a Well-Crafted Dispute Matters
When you spot an issue with an invoice, the first step is often sending a dispute email. This formal communication serves several crucial purposes:
- It officially notifies the sender of the problem.
- It provides details about the issue.
- It gives you a record of your complaint and the date you sent it.
A well-written email makes the process smoother. It can also speed up the resolution. A clear and concise email shows that you’re serious about the issue and helps the recipient understand the problem quickly. This reduces the chance of misunderstandings and promotes a more efficient resolution process.
Consider these benefits when crafting your email:
- It keeps a paper trail for any future need.
- It helps avoid potential late payment fees or penalties.
- It showcases professionalism and builds trust.
Invoice Discrepancy: Overcharged Amount
Subject: Invoice Dispute – Invoice # [Invoice Number] – Overcharge
Dear [Vendor Name/Contact Person],
I am writing to dispute invoice # [Invoice Number], which was issued on [Date of Invoice]. I believe there is an overcharge in the amount of [Amount of Overcharge].
Specifically, the invoice states [Incorrect Item/Service] at a price of [Incorrect Price], but according to our agreement/records, the correct price should be [Correct Price]. The total should be [Correct Total].
Could you please review the invoice and make the necessary corrections? I have attached [Supporting Documentation – e.g., original quote, purchase order] for your reference. Please let me know if you require any further information from my end. I look forward to your prompt response and a corrected invoice.
Thank you for your time and attention to this matter.
Sincerely,
[Your Name]
[Your Title/Department]
[Your Contact Information]
Incorrect Items or Services Received
Subject: Invoice Dispute – Invoice # [Invoice Number] – Incorrect Items Received
Dear [Vendor Name/Contact Person],
I am writing to dispute invoice # [Invoice Number], dated [Date of Invoice], due to discrepancies between the items invoiced and what was actually received.
The invoice lists [Incorrect Item/Service] but the actual items received were [Correct Item/Service]. [Describe the issue in detail, e.g., quantity mismatch, wrong product].
I have attached [Supporting Documentation – e.g., packing slip, photos] as evidence of the incorrect delivery. I request that the invoice be adjusted to reflect the correct items received. Please advise on the procedure for returning the incorrect items, if applicable.
Please let me know how you intend to resolve this issue. I await your reply.
Sincerely,
[Your Name]
[Your Title/Department]
[Your Contact Information]
Goods Not Received Despite Invoice
Subject: Invoice Dispute – Invoice # [Invoice Number] – Goods Not Received
Dear [Vendor Name/Contact Person],
I am writing to dispute invoice # [Invoice Number], dated [Date of Invoice], because the goods/services listed on the invoice have not been received.
The invoice includes [List the items/services and their details]. However, as of today’s date, we have not received these items/services. I have checked with [Relevant department/person] to confirm that the delivery has not arrived.
Could you please investigate this matter? We may need to track the shipment or confirm the service delivery. Please provide me with a tracking number (if applicable) or the date of service completion. We will appreciate if you can clarify the status of this order. I look forward to your response.
Thank you for your help.
Sincerely,
[Your Name]
[Your Title/Department]
[Your Contact Information]
Duplicate Invoice Received
Subject: Invoice Dispute – Invoice # [Invoice Number] – Duplicate Invoice
Dear [Vendor Name/Contact Person],
I am writing to dispute invoice # [Invoice Number], dated [Date of Invoice], as we believe it is a duplicate of invoice # [Previous Invoice Number].
We have already paid invoice # [Previous Invoice Number] for the services/goods described. Please see our records for confirmation. I have attached [Supporting Documentation – e.g., proof of payment, previous invoice].
Please confirm that invoice # [Invoice Number] will be cancelled to avoid double payment. I will appreciate if you can advise us. Thank you for resolving this issue. I await your prompt response.
Sincerely,
[Your Name]
[Your Title/Department]
[Your Contact Information]
Unauthorized Charges on Invoice
Subject: Invoice Dispute – Invoice # [Invoice Number] – Unauthorized Charges
Dear [Vendor Name/Contact Person],
I am writing to dispute invoice # [Invoice Number], dated [Date of Invoice], because it contains charges that were not authorized.
The invoice includes [Describe the unauthorized charge(s), including amount]. [Explain why the charge is unauthorized, e.g., not part of the agreed-upon scope of work, never requested].
Please remove these unauthorized charges from the invoice and resend it. Please include any documentation that support the unauthorized charge if any. I appreciate your understanding and prompt attention to this matter.
Sincerely,
[Your Name]
[Your Title/Department]
[Your Contact Information]
Payment Already Made (Invoice Not Marked as Paid)
Subject: Invoice Dispute – Invoice # [Invoice Number] – Payment Already Made
Dear [Vendor Name/Contact Person],
I am writing to dispute invoice # [Invoice Number], dated [Date of Invoice], as payment has already been made.
Payment of [Amount] was made on [Date of Payment] via [Payment Method – e.g., check, bank transfer, etc.]. [Include any relevant payment details, e.g., check number, transaction ID]. I have attached [Supporting Documentation – e.g., proof of payment].
Could you please confirm receipt of the payment and mark the invoice as paid in your system? Please let me know if you require any further details from my end. I look forward to receiving confirmation. Thank you for your assistance.
Sincerely,
[Your Name]
[Your Title/Department]
[Your Contact Information]
In conclusion, using the right Dispute Invoice Email Sample is crucial for resolving invoice discrepancies. These examples provide a starting point to build your own letters, addressing various issues. By following these guidelines and adapting the templates to your specific needs, you can ensure clear, professional communication and a smoother resolution process. Remember to always keep records of your communications for future reference.