Business to business letter concerning dispute of bill charges
This letter is purely a claim for revised charges, and as such needs to be persuasive and supported by facts. The letter's only legal status at this point is that you've made a statement concerning a dispute.
The letter has to convince the reader that you're acting in good faith, and have correctly interpreted their fees and charges.
All materials in your claim must be factual.
Mistakes in fee charging are quite common, but all businesses will check their own billing thoroughly before making any commitment to amending their bills.
Do NOT indicate any intention not to pay the charges.
You are, in fact, obliged to pay for goods and services received and accepted.
It's really a question of paying the correct amount, hence the letter.
Note: In this example that the billing party is given all necessary information to make calculations. It is strongly advised that any claim for dispute of charges is backed up by correct information which the billing party is able to verify.
Important: Do NOT simply assume you're correct in your own calculations. If you refuse to pay a bill based on legitimate charges, you're in trouble.
Dispute of charges
I refer to your invoice of (date) for (description of goods or services).
Fees charged do not appear to be correct.
According to your current fee schedule (provide itemized list of discrepancies) the correct amount payable should be…
Please advise if our calculations are incorrect. We await your advice prior to payment.
- This text is intended for advisory and guideline purposes only.
- Any business letter can become a legal document, so check your content properly before issuing.
- Any executable or statutorily defined document should be checked for compliance with legal requirements, and you should seek legal advice regarding its contents.