How to Write a Letter for Invoice Billing Error (Wrong Amount)

Last updated on January 13, 2023 - © Free-Sample-Letter.com

What is a Billing Error?

An error in billing is when an invoice or statement includes a charge that isn’t correct. This can include errors in the item or service billed, miscalculations of discounts or taxes, and incorrect account numbers. These errors can lead to a customer being charged too much or not receiving what they paid for.

Depending on the severity of the error, it may be necessary to challenge the charge and work with the company to correct it, in order to resolve the issue and make sure the customer is charged fairly.

Need to Correct a Billing Error? Our Writing Tips Guide

When dealing with a billing issue, it's imperative to take an organized and well thought-out approach in order to ensure the matter is solved quickly and effectively. Here are some useful tactics for resolving a billing discrepancy:

Prior to taking any action, it's important to review the invoice carefully and make sure there truly is an error. This may include matching the invoice to previous bills or searching for any inconsistencies or irregularities.
Once you've determined a billing problem, it's crucial to contact the company as soon as possible. This enables you to tackle the issue while it's still fresh and improves the prospects of a timely solution.
When speaking with the company, it's essential to be civil and courteous. This will help maintain a positive relationship and enhance the possibilities of an effective resolution.
When communicating with the company, it's important to offer comprehensive details regarding the billing error. This could encompass the invoice number, the date of the invoice, and the precise error that was identified.
After contacting the company, it's critical to follow up to make sure the matter is being addressed. This may involve talking with them again or inspecting your account to see if the error has been rectified.

➤ You May Also be Interested in Our Sample Letter for Writing a Business Refund Request that Gets Results

Informing a Supplier of a Mistake on the Billing Invoice Document: Free Examples

A Basic Template Email

Dear Mr. (Lee),

It has come to my attention that your last invoice sent to us on (May 04, 2011), invoice number (039045), does not have the correct item name or amount correctly listed.

Please check the original order document for a full break down of the order and item pricing.

I am awaiting your quick response so that we may conclude this as soon as possible.

Please do not hesitate to call me on (tel. No.29495022) should you have any questions.

Kind regards,

(name)

A Complaint Letter (Overcharge)

Dear [Supplier’s Name],

I am writing to inform you of a mistake on the billing invoice that I received from your company on [invoice date]. Upon reviewing the invoice, I noticed that I was incorrectly charged for [product or service] on [date of charge]. The correct amount should have been [correct amount].

I have attached a copy of the invoice in question for your reference. As a valued customer, I trust that your company will take the necessary steps to rectify this error and issue a credit for the overcharge. I would also appreciate if you could confirm receipt of this letter and let me know the status of the correction.

I look forward to hearing from you and hope that this is an isolated incident. If you have any questions, please do not hesitate to contact me at [Your phone number].

Sincerely,

[Your Name]

Enclosed: Invoice in question

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