Sometimes, things go wrong. You get a bill, but something seems off. Maybe the amount is wrong, or the services listed aren’t what you agreed upon. That’s when you need to dispute the invoice. This guide will walk you through everything you need to know about crafting a clear and effective Dispute Invoice Email Sample. It’s about how to communicate professionally and get the issue resolved quickly.
Why a Well-Crafted Email Matters
Sending a strong email is crucial when you need to dispute an invoice. It’s your formal way of saying, "Hey, there’s a problem here." A good email does the following:
- It clearly states the problem.
- It provides evidence to back up your claims.
- It keeps things professional and respectful.
- It asks for a specific solution.
A well-written dispute email can save you time, money, and stress by helping you reach a favorable resolution. A poorly written one might get ignored, causing further issues.
Invoice Error: Incorrect Amount
Subject: Invoice Dispute – Invoice #1234 – Incorrect Amount
Dear [Vendor Name],
I am writing to dispute invoice #1234, dated October 26, 2023, for the amount of $500.00. Based on my records, the correct amount due is $400.00.
The discrepancy appears to be related to [briefly explain the reason for the error, e.g., the hourly rate charged, the number of units billed]. My records show:
- Agreed hourly rate: $50.00 per hour
- Total hours worked: 8 hours
- Correct amount: $50.00 x 8 hours = $400.00
I have attached a copy of the original agreement and my time logs as supporting documentation.
Could you please review the invoice and issue a corrected one? I would appreciate it if you could send the revised invoice within [number] business days. Please let me know if you require any further information.
Thank you for your time and attention to this matter.
Sincerely,
[Your Name]
[Your Title/Department]
[Your Contact Information]
Service Not Rendered: Items Missing
Subject: Invoice Dispute – Invoice #5678 – Services Not Fully Rendered
Dear [Vendor Name],
I am writing to dispute invoice #5678, dated November 2, 2023, for the services rendered. While I received some of the services outlined, the following items were not completed as per our agreement:
- [Service 1: e.g., Website SEO audit]
- [Service 2: e.g., Content creation for 3 blog posts]
- [Service 3: e.g., Social media campaign setup]
Our agreement specified that these items were part of the overall project. Without these components being delivered, I believe the invoice is not accurate.
I have attached a copy of the service agreement for your reference.
Could you please clarify the status of these missing services and adjust the invoice accordingly? I would appreciate a revised invoice within [number] business days, reflecting the services actually provided.
Thank you for your understanding.
Sincerely,
[Your Name]
[Your Title/Department]
[Your Contact Information]
Goods Not Received: Delivery Problems
Subject: Invoice Dispute – Invoice #9012 – Goods Not Received
Dear [Vendor Name],
I am writing to dispute invoice #9012, dated November 9, 2023, for the goods listed. I have not yet received the items described in the invoice.
The invoice details the following items:
- [Item 1]
- [Item 2]
- [Item 3]
Could you please provide an update on the shipping status? If the items have already been shipped, could you provide the tracking number? If the items have not yet shipped, I would appreciate an estimated delivery date.
I will hold the invoice for payment until the goods have been received.
Please let me know the next steps. Thank you for your help.
Sincerely,
[Your Name]
[Your Title/Department]
[Your Contact Information]
Incorrect Charges: Unauthorized Items
Subject: Invoice Dispute – Invoice #3456 – Unauthorized Charges
Dear [Vendor Name],
I am writing to dispute invoice #3456, dated November 16, 2023, due to unauthorized charges.
Specifically, I did not authorize the charge for [specific item/service] as it was not included in the original agreement/purchase order/scope of work.
Please remove this charge from the invoice. I am happy to pay the remaining balance once the correction is made.
I have attached a copy of the original agreement as confirmation.
Please provide a corrected invoice at your earliest convenience.
Thank you for your attention to this matter.
Sincerely,
[Your Name]
[Your Title/Department]
[Your Contact Information]
Duplicate Billing: Same Invoice Repeated
Subject: Invoice Dispute – Invoice #7890 – Duplicate Invoice
Dear [Vendor Name],
I am writing to dispute invoice #7890, dated November 23, 2023, as I believe it is a duplicate invoice.
I previously paid for the same services/goods on [Date of previous payment] under invoice # [Previous invoice number]. I have attached proof of that payment.
Please confirm if this invoice was sent in error. Could you please cancel invoice #7890?
Thank you for your assistance.
Sincerely,
[Your Name]
[Your Title/Department]
[Your Contact Information]
Poor Quality: Substandard Workmanship
Subject: Invoice Dispute – Invoice #2345 – Poor Quality of Service/Goods
Dear [Vendor Name],
I am writing to dispute invoice #2345, dated November 30, 2023, due to the poor quality of the [service/goods].
Specifically, [clearly explain the issue and provide examples, if possible]. For example:
- The [product] was defective
- The [service] did not meet the agreed-upon standards
I have attached photos/documentation to support my claim.
I request a resolution to address these quality issues. Possible solutions could include a discount on the invoice, a replacement of the [product], or a rework of the [service].
I look forward to your prompt response and a resolution to this matter.
Sincerely,
[Your Name]
[Your Title/Department]
[Your Contact Information]
Contractual Issues: Breaching the Agreement
Subject: Invoice Dispute – Invoice #6789 – Breach of Contract
Dear [Vendor Name],
I am writing to dispute invoice #6789, dated December 7, 2023, due to a breach of contract.
According to our agreement, [specify the clause that was breached]. However, [explain how the vendor violated that clause, be specific].
This breach has resulted in [explain the consequences of the breach].
I am requesting [state your desired resolution, e.g., a reduction in the invoice amount, termination of the contract, etc.].
I have attached a copy of the original contract for your review.
Please respond within [number] business days to discuss a resolution.
Sincerely,
[Your Name]
[Your Title/Department]
[Your Contact Information]
When it comes to financial matters, knowing how to effectively deal with invoices is important. By following these steps, you can increase your chances of a successful resolution and maintain positive relationships with your vendors. Remember to keep your tone respectful and professional throughout the process.