What Is an Example Invoice Dispute Letter?
Aside from an initial phone call, an invoice dispute letter is the most important document that you will use when disputing an invoice.
The following is an example of an invoice dispute letter. It’s vital that details such as invoice number, invoice date, and the amount disputed are included in the letter.
It’s also important that the letter be addressed to the correct individual to minimize the possibility of the letter being forwarded to the wrong person or department in error.
March 31, 2023
Mr. James Jones – Accounting Manager
100 Main St.
Anytown, USA 00000
RE: Account Number: XXXXXXXX
Dear Mr. Jones,
I’d like to bring to your attention the billing errors on Invoice #12345, dated March 25, 2023. The invoice from ABC Supplies is billing AAA Construction for 1,000 work gloves for $5,000 but we only received 750 gloves, with no indication of a back order on the remaining 250 gloves.
I have enclosed a copy of the original purchase order along with the invoice and shipping receipt for your reference.
Please issue a new invoice for 750 pairs of work gloves for $3,750 and I will be happy to ensure that the new, correct invoice is paid promptly.
If you have any questions, please contact me at xxx-xxx-xxxx or email me at [email protected].
Accounts Payable Manager
Another option is to pay for the 750 gloves that you did receive and wait for a credit memo for the balance. This will depend on the specific contract you have with each of your vendors.
A variation of this letter may also be used in a receivable dispute initiated by a supplier.
In any case, creating a dispute letter in a timely fashion and following up on the letter can help resolve most invoice disputes before they escalate.