How to Write an Email Disputing an Invoice
When you receive an invoice that you believe is incorrect or disputable, it is essential to address the issue promptly and professionally through email. Here is a template and guideline to help you compose an email disputing an invoice:
Subject: Dispute of Invoice #[Invoice Number]
Dear [Supplier’s Name],
I hope this email finds you well. I am writing to dispute the validity of the invoice #[Invoice Number] that was sent on [Invoice Date]. After careful review and consideration, I have identified several discrepancies and would like to discuss them further to come to a fair resolution.
First and foremost, I have noticed that there are items listed on the invoice that were never received or requested by our company. The specific items in question are [Item 1], [Item 2], and [Item 3]. These goods were not part of any order or agreement between our company and yours. I kindly request that you investigate this matter and adjust the invoice accordingly.
Furthermore, there is an error in the pricing of the goods we did receive. The agreed-upon unit price for [Product/Service] was [Price], as discussed in our previous correspondence on [Date]. However, the invoice shows a different unit price of [Incorrect Price]. I urge you to rectify this mistake to reflect the accurate pricing and ensure the invoice aligns with our mutual understanding.
Additionally, I noticed discrepancies in the billing dates and payment terms. As per our agreement, the payment terms were set to be [Payment Terms], with an invoice due date of [Due Date]. However, the invoice states a different payment due date of [Incorrect Due Date]. I kindly request you to amend this information to match the agreed-upon terms.
To help resolve this issue promptly, I have attached copies of the relevant documents, such as purchase orders, emails, and correspondences, which support my claims. I kindly ask you to review them thoroughly.
I understand that errors can occur, and I am confident that we can resolve this matter amicably. I propose that we arrange a meeting or conference call to discuss these discrepancies and find a suitable solution. Please let me know your availability for a discussion within the next week.
In conclusion, I sincerely believe that this dispute can be resolved through open communication and a thorough review of the facts. I appreciate your prompt attention to this matter and look forward to reaching a mutually satisfactory resolution.
Thank you for your cooperation and understanding.
Yours sincerely,
[Your Name]
[Your Position/Title]
[Your Company Name]
[Your Contact Information]