This is a legal document.
Your letter is making a statement concerning your legal position in terms of charges by your business.
Make sure that the contents of your letter are strictly accurate, and that your charges have been properly notified to the other party beforehand.
Important note: If the other party has received incorrect information regarding current charges or costs from your end, you may be at fault.
In theory, if you supply information regarding a transaction which is incorrect, for whatever reason, you're misrepresenting the terms of the transaction.
Always check to make sure your client hasn't been misinformed concerning charges or transaction terms by any information supplied by you or your staff.
(It sometimes happens that people are supplied with old fee lists, etc. If so, you may want to consider investigating the client's problems, assuming the client was acting in good faith at the time of the transaction.)
It will be noted in this example that the client is being given a chance to supply information which supports their claim.
Dispute of charges
I refer to your letter / email of (date) disputing charges for (description of goods or services).
This dispute appears to be a result of a misunderstanding.
To the best of our knowledge, the charges incurred are based on the correct scale of fees at the time of the transaction.
We do not generally make exceptions in billing procedures.
However, in the interests of ensuring you were correctly informed regarding our charges, it is requested you provide us with a copy of any fee schedule or other information supplied by this firm supporting your estimate of costs.
Please be advised that in the absence of any supporting documentation of your claim, we cannot make any change to our billing for these goods / services.
Please contact me on the above phone number or email, if you wish to discuss this matter directly, or require any explanation of this procedure.
Information you have provided indicates that your expected charges are based on an old fee schedule.
In view of the fact that you were obviously given out of date charges, we are prepared to consider modification of our charges on supply of this information.