Dealing with invoices is a part of everyday business. Sometimes, you might receive an invoice that seems incorrect. Perhaps the charges are off, or you never even received the goods or services. That’s where a Dispute Invoice Email Sample comes in handy. Knowing how to write a clear and effective email to dispute an invoice can save you time, money, and headaches. This guide will walk you through the process, providing examples to help you craft the perfect email for your situation.
Understanding the Importance of a Dispute Invoice Email
When you get an invoice you think is wrong, it’s crucial to act fast. Ignoring it won’t make the problem go away, and it could lead to late fees or even damage your relationship with the vendor. A well-written dispute email is your first line of defense.
Here’s why it matters:
- It’s Official: A written record of your dispute provides proof that you’ve raised a concern.
- It’s Clear: You can clearly outline the problem, making it easier for the vendor to understand.
- It’s Professional: It shows you’re handling the situation responsibly and professionally.
The ability to dispute an invoice effectively can protect your company’s finances and maintain positive business relationships. To help you further understand, let’s break down the key components of a good dispute email.
- Subject Line: Use a clear subject line like “Invoice Dispute – [Invoice Number]”.
- Identify the Invoice: Include the invoice number, date, and amount.
- State the Reason: Clearly explain why you’re disputing the invoice.
- Provide Details: Include supporting documentation if possible.
- Request Action: State what you want the vendor to do.
Dispute Invoice Email Sample: Incorrect Charges
Example: Disputing an Invoice Due to Incorrect Charges
Subject: Invoice Dispute – Invoice #12345
Dear [Vendor Name],
I am writing to dispute invoice #12345, dated October 26, 2023, for $500.00. Upon reviewing the invoice, I noticed some discrepancies. The invoice includes charges for 10 hours of consulting services at $50 per hour, but our records indicate that only 8 hours were provided.
Could you please review the invoice and make the necessary corrections? We have attached our internal time sheet as supporting documentation. 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]
[Your Company]
Example: Disputing an Invoice for Goods Not Received
Subject: Invoice Dispute – Invoice #67890
Dear [Vendor Name],
I am writing to dispute invoice #67890, dated November 2, 2023, for $1,000.00. This invoice is for the shipment of [Product Name/Description], but we have not yet received the goods. According to our records, the shipment was scheduled to arrive on or before [Date].
Could you please investigate the status of this shipment and provide an update? We kindly request that you hold the invoice until the goods have been delivered. Please let us know what steps you will take to rectify this issue. Thank you for your assistance.
Sincerely,
[Your Name]
[Your Title]
[Your Company]
Example: Disputing an Invoice for Services Not Rendered
Subject: Invoice Dispute – Invoice #11223
Dear [Vendor Name],
I am writing to dispute invoice #11223, dated November 9, 2023, for $750.00. The invoice is for [Service Description], however, these services were not performed during the billing cycle. We have no record of the service being completed as outlined in our agreement.
Please provide documentation showing the services were performed, such as a service report or confirmation of completion. If you are unable to do so, we request that you cancel this invoice. We look forward to your prompt response regarding this issue. Thank you.
Sincerely,
[Your Name]
[Your Title]
[Your Company]
Example: Disputing an Invoice Due to Duplicate Billing
Subject: Invoice Dispute – Invoice #33445
Dear [Vendor Name],
I am writing to dispute invoice #33445, dated November 16, 2023, for $2,000.00. Our records indicate that we have already paid for the services outlined in this invoice under invoice #99887, paid on [Date]. We believe this invoice is a duplicate.
Could you please verify this and cancel invoice #33445? We have attached a copy of our payment confirmation for your review. Please let us know if you have any questions. We appreciate your help in resolving this matter.
Sincerely,
[Your Name]
[Your Title]
[Your Company]
Example: Disputing an Invoice for Unauthorized Services
Subject: Invoice Dispute – Invoice #55667
Dear [Vendor Name],
I am writing to dispute invoice #55667, dated November 23, 2023, for $3,000.00. The invoice includes charges for [Service Description], however, these services were not authorized by our company. We did not request or agree to these services.
Please provide a copy of the signed authorization for these services. If no authorization was given, we request that you cancel this invoice immediately. We expect to hear from you soon regarding this matter. Thank you.
Sincerely,
[Your Name]
[Your Title]
[Your Company]
Example: Disputing an Invoice Due to Incorrect Payment Terms
Subject: Invoice Dispute – Invoice #77889
Dear [Vendor Name],
I am writing to dispute invoice #77889, dated November 30, 2023, for $4,000.00. The invoice reflects payment terms of Net 15, but according to our agreement, the payment terms are Net 30. The invoice also includes late fees, which are not applicable based on the agreed terms.
Could you please correct the payment terms and adjust the invoice to reflect the Net 30 terms? We request a revised invoice with the correct payment due date. We are also asking to remove the late fees. Thank you.
Sincerely,
[Your Name]
[Your Title]
[Your Company]
In conclusion, a well-crafted Dispute Invoice Email Sample is a valuable tool in the business world. By following the examples and guidelines provided, you can confidently address invoice discrepancies, protect your company’s finances, and maintain positive relationships with your vendors. Remember to be clear, concise, and professional in your communication, and always keep records of your correspondence. Good luck!