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Your rights as a consumer are essential, and the ability to stand up for them is even more so. You should know how to write a dispute letter if you feel mistreated.
Disputes are nothing new. Everyone has some dispute at one point or the other in their lives. Sometimes the culprit is the company you have done business with, and sometimes it’s just your simple mistake.
Either way, what needs to be done is to write a dispute letter to the corresponding party so that it gets resolved as soon as possible.
This article will walk you through the process of writing a dispute letter. Specifically, we’ll cover how to draft your own dispute letter with examples.
Table of contents
What Is a Dispute Letter?
A dispute letter is written to an organization or individual to dispute a charge, claim or loss. It’s important to state your case and provide evidence in the letter that supports your position.
A dispute letter is typically written by someone who wants to contest a charge that they believe is incorrect or unwarranted. For example, if you receive an invoice for services you didn’t request, you can send a dispute letter asking for a refund.
Similarly, if you received an item that was supposed to be free but ended up costing money, after all, you could send a dispute letter asking for a refund of some kind.
You can also use dispute letters as part of the process of returning merchandise after receiving it in error or needing to exchange items due to defects or other issues with their condition.
Dispute letters are also used when customers need to make claims against insurance companies for damages sustained during natural disasters such as hurricanes and tornadoes.
When Could You Be Asked To Write a Dispute Letter?
Disputes can arise in various situations, but there are some common themes. These include:
- A customer complains about poor service or treatment; for example, a hotel guest complains about the noise or cleanliness of the room, or an airline passenger complains about the time it took to check in and get on board.
- An insurance claim dispute; for example, a customer claims that they have been mis-sold an insurance policy or that an item has been stolen from their home, and they want their insurer to pay out on the contents cover.
- A dispute with a business partner; for example, your business partner refuses to pay their share of the expenses after you have already paid yours.
- Complain about goods or services that were not delivered as promised. For example, you bought a laptop from an online store but received the wrong model, or it arrived damaged.
- Dispute medical bills from health insurance providers and hospitals.
- Disagree with someone’s claim that they owe money to you, such as unpaid rent or loans.
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When Should You Share Your Dispute Letter?
You should share your dispute letter with the company’s customer service department that you are disputing.
You could also wish to discuss the problem with a manager or supervisor, depending on how much control they have over the situation you want to remedy.
If you are not satisfied with the response from customer service, you can escalate your case to a higher level within the company’s hierarchy. For example, if you contacted customer service but were unsatisfied with their response, try contacting customer relations or corporate headquarters.
You should only share your dispute letter if it is relevant to the dispute and if it helped resolve the issue in a timely fashion. If you feel sharing your letter will hurt your case rather than help it, don’t share it.
If you decide to share your letter, ensure that you only send copies of any documents related to your case — never send originals unless specifically asked by someone who has authority over the situation.
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What Should a Dispute Letter Include?
The dispute letter should state the date of the issue and your name, address, and contact details. It should also contain the name of the company to which you are writing and also a brief statement on why you are complaining.
After this, add as much detail about your complaint as possible. If they want more information from you to help with their investigation, they will contact you and ask for it. Finally, sign off on your letter before sending it off.
Summarily, a dispute letter should include the following information:
- Your name, address and contact information.
- The recipient’s name, address and contact information.
- A detailed description of the issue or problem you are having with them or their business.
- A list of supporting documents or evidence (i.e., receipts, emails, etc.).
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Step By Step Guide On How To Write a Dispute Letter
Step 1: Address it to the person you’re having trouble with. If you’re writing to an organization, address it to the CEO or owner of the company. If you have a personal relationship with the person, address it to them by name.
Step 2: Explain what you purchased, who sold it to you, and how much you were charged for it. Include any relevant information about where and when this happened, for example, if there was an error from their end that caused the problem. They will need proof of what happened before they can accept responsibility for it.
Step 3: Explain why this issue is important to you and why they should care about fixing it. You might want them to improve their mistake so that others don’t experience similar problems in the future or because their customer service standards are not what they advertise on their website or other marketing materials (this shows potential customers that they can’t be trusted).
Step 4: Read the letter and make sure you understand it. Look for any questions that may have come up while reading it. If there is something you do not understand, ask your supervisor or another trusted person for clarification.
Step 5: Check the mailroom for any letters or packages addressed to the company. Make sure that all of these are delivered to the correct people at their desks with a note saying who sent them in case they were accidentally opened by someone else.
Kindly note the following while writing the letter:
- Open the letter with a short, friendly greeting.
- Explain what you are disputing and why, using clear, concise language. Kindly note the following while writing the letter:
- Include all necessary information, including dates and times of incidents or transactions. Kindly note the following while writing the letter:
- Acknowledge that you understand that this is not a formal legal document but rather an informal letter to resolve any differences between parties.
How to Write a Dispute Letter – Sample One
09 September 2022
Theodore Roosevelt
[Your Address, City, State, Zip Code]
Quickteller International
[Wisconsin]
Re: Notice of Disputed Charge Made to Account No. [XXXXXXXXX]
Dear Tancredi,
I’m writing to dispute a charge that was made on [date of the transaction] to my [credit or debit card] account for [$]. Because [briefly describe the issue], the allegation is incorrect. For instance, the products weren’t delivered, I paid too much, I returned the products, I didn’t purchase the products, etc.].
[Include any further details that would be useful. “I ordered the things on [date], for instance. I never got my order, despite the seller’s commitment to do so on [date].]
I’m asking for the mistake to be fixed, an accurate statement, and for any financing or other fees associated with the disputed amount to be reimbursed to my account.
My position and experience are supported by the copies of [explain any attached material, such as sales receipts, payment records, or verification of shipment or delivery dates] that are contained. Please act quickly to fix the mistake on my account.
Sincerely,
[Your name]
Enclosures: [List the documents you are enclosing. Send copies, not the originals.]
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How to Write a Dispute Letter – Sample Two
How to Write a Dispute Letter – Sample Three
Frequently Asked Questions
What are the documents I need to send a dispute letter?
Dispute letters should be addressed to the individual in charge of the matter that you’re disputing, and they should contain the following information:
1. Your full name and date of birth
2. Social Security number
3. Current addresses and phone numbers for all involved parties
4. Any government-issued identification card
Do dispute letters work?
Yes, it does. Dispute letters are a great way to get a company’s attention and force them to take action on an unresolved issue. They can also be used as part of a strategy to win back lost business or to reduce the chance of a bad review.
How long before you can dispute?
If you’re disputing a credit card charge, you can file a dispute with your credit card company within 60 days of the order. The dispute must be in writing and include a detailed explanation of why you’re disputing the charge. You also need to send copies of any documentation that backs up your claims.
How many times can you dispute a charge?
There are no limits to the number of times you can dispute a charge. You can dispute a charge as often as you want, but it doesn’t mean the order will be removed from your bill.
Conclusion
This comprehensive guide on how to write a professional dispute letter will ensure your grievance is dealt with efficiently.
So the next time you dispute with any company or business, set aside any anger and doubt that you might be feeling, take a deep breath, open your word processor and follow the steps in this article.
With this dispute letter template, you will have your complaint resolved within a few days at most.
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