In the world of business, things don’t always go as planned. Sometimes, you might receive an invoice that has a mistake, or maybe you don’t agree with the charges. That’s where a **Dispute Invoice Email Sample** comes in handy! This guide will walk you through how to write an effective email to dispute an invoice, making sure you get your point across clearly and professionally.
Why Sending a Dispute Invoice Email Matters
Before diving into specific examples, it’s important to understand why sending a well-crafted dispute email is so crucial. It’s your way of formally letting the vendor know that you have an issue with the invoice. Think of it as a polite but firm way to say, “Hey, there’s a problem, and we need to fix it.”
This is also your chance to prevent bigger issues down the road. By addressing problems early, you avoid potential late fees, damaged relationships with the vendor, and internal accounting headaches. Plus, a clear and polite email is much more likely to get a positive response than a vague or angry one.
It also creates a documented trail. This is very important. Should there be any problems with the invoice, you have written proof of your concerns and when you raised them.
Dispute Invoice Due to Incorrect Quantity
Subject: Invoice Dispute – Invoice #12345 – Incorrect Quantity
Dear [Vendor Contact Person Name],
I am writing to dispute invoice #12345, which we received on [Date]. We noticed a discrepancy in the quantity listed for [Item Name]. The invoice states we received [Invoice Quantity], but our records show we only received [Actual Quantity].
- Invoice Number: 12345
- Item Name: [Item Name]
- Invoice Quantity: [Invoice Quantity]
- Actual Quantity Received: [Actual Quantity]
Could you please review your records and issue a corrected invoice? We would appreciate it if you could resend the updated invoice as soon as possible so we can process payment accurately. Please let me know if you require any further information from our end.
Thank you for your time and assistance.
Sincerely,
[Your Name]
[Your Title]
[Your Company]
Dispute Invoice Due to Pricing Discrepancy
Subject: Invoice Dispute – Invoice #67890 – Incorrect Pricing
Dear [Vendor Contact Person Name],
I am writing to dispute invoice #67890, dated [Date]. We believe there is an error in the pricing for [Item Name]. The invoice shows a price of [Invoice Price] per unit, but our agreed-upon price is [Agreed Price] per unit, as per our contract/purchase order [Number].
We have attached a copy of the relevant purchase order for your review. We would appreciate it if you could correct the invoice to reflect the accurate pricing.
Thank you for your prompt attention to this matter.
Sincerely,
[Your Name]
[Your Title]
[Your Company]
Dispute Invoice Due to Unreceived Goods or Services
Subject: Invoice Dispute – Invoice #24680 – Goods/Services Not Received
Dear [Vendor Contact Person Name],
We are writing to dispute invoice #24680, issued on [Date], as the goods/services listed have not yet been received by our company. The invoice is for [Description of Goods/Services].
Could you please investigate this issue and confirm when we can expect delivery/completion? We are unable to process this invoice until the goods/services are received. If the goods/services have already been provided, please provide tracking information or confirmation of completion.
We appreciate your understanding.
Sincerely,
[Your Name]
[Your Title]
[Your Company]
Dispute Invoice Due to Duplicate Billing
Subject: Invoice Dispute – Invoice #98765 – Duplicate Invoice
Dear [Vendor Contact Person Name],
We received invoice #98765 on [Date], but we believe it is a duplicate. We have already paid invoice #[Previous Invoice Number] for the same goods/services on [Date of Payment].
Please confirm that this invoice can be cancelled or if the payment for the previous invoice has not been processed, let us know. We have attached a copy of the proof of payment for the previous invoice.
Thank you for your assistance.
Sincerely,
[Your Name]
[Your Title]
[Your Company]
Dispute Invoice Due to Unsatisfactory Service
Subject: Invoice Dispute – Invoice #13579 – Unsatisfactory Service
Dear [Vendor Contact Person Name],
We are writing to dispute invoice #13579, dated [Date], due to unsatisfactory service provided. The invoice is for [Description of Service]. Unfortunately, the service did not meet our expectations or the agreed-upon terms.
We have identified the following issues: [List specific issues, e.g., delayed delivery, incomplete work, poor quality]. We would appreciate it if you could review the situation and offer a resolution.
We look forward to hearing from you soon.
Sincerely,
[Your Name]
[Your Title]
[Your Company]
Dispute Invoice Due to Payment Already Made
Subject: Invoice Dispute – Invoice #11223 – Payment Already Made
Dear [Vendor Contact Person Name],
We are writing to dispute invoice #11223, dated [Date], as we have already made payment for this invoice. Payment was made on [Date of Payment] via [Payment Method, e.g., check, wire transfer].
We have attached a copy of the proof of payment for your reference. Please confirm receipt of the payment and let us know if you require any further information.
Thank you for your cooperation.
Sincerely,
[Your Name]
[Your Title]
[Your Company]
By following these examples, you can create a clear, professional dispute email. Remember to always be polite, state the facts, and keep a record of your communication. This will help you resolve invoice issues efficiently and maintain good relationships with your vendors.