Receiving a bill that doesn't look right can be frustrating, and often, the first step to fixing it is writing a formal letter of complaint. This article will guide you through creating a comprehensive Sample Letter of Complaint for Wrong Billing, ensuring you communicate your issue clearly and professionally to get the problem resolved quickly.
Understanding Your Sample Letter of Complaint for Wrong Billing
A Sample Letter of Complaint for Wrong Billing is a crucial tool when you believe you've been overcharged, charged for services you didn't receive, or have any other discrepancies on your invoice. The importance of a well-written complaint letter cannot be overstated, as it serves as official documentation of your issue. It provides a clear record of the problem and your attempt to resolve it, which can be vital if the matter escalates.
When crafting your letter, it's essential to be organized and factual. You'll want to include specific details like your account number, the date of the bill in question, and the exact amount you believe is incorrect. Using a structured format helps the recipient understand your grievance immediately.
Here's a breakdown of what to include:
- Your contact information
- The company's contact information
- Date
- Subject line
- Salutation
- Body of the letter (explaining the issue, relevant details, desired resolution)
- Closing
- Your signature
Sample Letter of Complaint for Wrong Billing Due to Incorrect Service Charge
To Whom It May Concern,
I am writing to dispute a charge on my recent bill dated October 26, 2023, for account number 123456789. The total amount billed was $150.00, but I believe the correct amount should be $100.00. Specifically, I was charged for a premium service package that I did not sign up for. I have attached a copy of my service agreement for your reference, which clearly outlines the services I subscribed to at the lower rate.
I request that this erroneous charge be removed and my bill be adjusted accordingly. Please credit my account with the difference of $50.00 and send me a revised bill within 10 business days.
Thank you for your prompt attention to this matter.
Sincerely,
[Your Name]
[Your Address]
[Your Phone Number]
[Your Email Address]
Sample Letter of Complaint for Wrong Billing for a Subscription Not Cancelled
Subject: Incorrect Billing - Account #987654321 - Unwanted Subscription Fee
Dear [Company Name] Billing Department,
I am writing to dispute a recurring charge of $25.00 for a subscription service on my account, number 987654321. This charge appeared on my November 2023 statement. I previously attempted to cancel this subscription on October 15, 2023, by [mention method of cancellation, e.g., calling customer service, using the online portal]. Despite my efforts, the charge continues to appear.
Please confirm the cancellation of this subscription and refund the $25.00 charge from my most recent bill. I would appreciate a confirmation email once this has been processed.
Regards,
[Your Name]
[Your Account Number]
Sample Letter of Complaint for Wrong Billing for Duplicate Charge
Date: November 1, 2023
To: [Company Name] Customer Service
From: [Your Name]
Account Number: 555121212
Subject: Dispute of Duplicate Charge on November 2023 Statement
Dear Sir or Madam,
I am writing to bring to your attention a duplicate charge on my latest bill, dated October 30, 2023. My account number is 555121212. The bill shows two separate charges of $75.00 each for "Product X," totaling $150.00. However, I only purchased Product X once on October 10, 2023. I have attached a screenshot of my online order confirmation showing only one purchase.
I kindly request that you remove one of the $75.00 charges from my bill. I expect a corrected invoice reflecting a total of $75.00, along with a confirmation of this adjustment.
Thank you for your understanding and swift action.
Sincerely,
[Your Name]
Sample Letter of Complaint for Wrong Billing for Services Not Rendered
Subject: Incorrect Billing - Account #444888222 - Charge for Unused Services
Dear [Company Name] Support Team,
This letter is to formally dispute a charge on my billing statement dated October 28, 2023, for account number 444888222. The bill includes a $50.00 charge for "Consultation Service," which I never received. I was supposed to receive a consultation on October 20, 2023, but the appointment was rescheduled and never occurred.
Please remove the $50.00 charge for the unrendered service and adjust my account balance accordingly. I require a revised statement and confirmation of this correction.
Thank you for your attention to this matter.
Best regards,
[Your Name]
[Your Contact Information]
Sample Letter of Complaint for Wrong Billing for Incorrect Product Received
Date: November 2, 2023
To: [Company Name] Customer Care
From: [Your Name]
Order Number: #777999111
Subject: Billing Discrepancy - Received Wrong Item - Account #333444555
Dear [Company Name] Team,
I am writing to dispute the charge on my invoice dated October 27, 2023, for order number #777999111 and account number 333444555. The invoice lists a charge of $120.00 for "Wireless Mouse Model A." However, I received "Wireless Mouse Model B" which has different specifications and was not what I ordered. I have attached a photo of the item I received and the original order confirmation for your review.
I request that you either:
- Adjust the invoice to reflect the correct price for Model B, or
- Arrange for the correct item (Model A) to be shipped to me and provide a return label for the incorrect item, along with a revised invoice.
Sincerely,
[Your Name]
Sample Letter of Complaint for Wrong Billing for Unexpected Fees
Subject: Dispute of Unexplained Fees - Account #666777888
Dear [Company Name] Billing Department,
I am writing to contest several unexpected fees totaling $35.00 that have appeared on my latest bill, dated November 1, 2023, for account number 666777888. The fees are listed as "Administrative Fee" and "Processing Charge." I was not informed of these fees at the time of purchase or when I agreed to the service.
I request a detailed explanation for these charges and their removal from my bill. Please provide a revised statement reflecting the correct amount owed.
Thank you,
[Your Name]
[Your Account Number]
Sample Letter of Complaint for Wrong Billing for an Overcharged Amount
Date: October 31, 2023
To: [Company Name] Customer Support
From: [Your Name]
Account Number: 111222333
Subject: Overcharged Amount on October 2023 Bill
Dear Sir/Madam,
I am writing to dispute the total amount charged on my invoice dated October 15, 2023, for account number 111222333. The bill states a total of $250.00, however, based on the agreed-upon service rates, my bill should be $200.00. This discrepancy of $50.00 appears to be an overcharge.
I have reviewed my service agreement and have outlined the expected charges below:
| Service | Agreed Rate | Actual Charge |
|---|---|---|
| Basic Service | $150.00 | $150.00 |
| Add-on Feature | $50.00 | $100.00 |
As you can see, the add-on feature has been overcharged. I request that my bill be corrected to $200.00 and a revised invoice be issued.
I look forward to your prompt resolution.
Sincerely,
[Your Name]
Sample Letter of Complaint for Wrong Billing for Incorrect Tax Calculation
Subject: Incorrect Tax Calculation - Account #246813579 - November 2023 Bill
Dear [Company Name] Finance Department,
I am writing regarding my billing statement dated October 29, 2023, for account number 246813579. I believe there has been an error in the calculation of sales tax applied to my purchase. The total taxable amount is $100.00, and with the standard local tax rate of 7%, the tax should be $7.00, making the total $107.00. However, my bill shows a total of $110.00, indicating an incorrect tax calculation of $10.00.
Please review the tax calculation on my account and issue a corrected bill with the accurate tax amount. I would appreciate a confirmation that this adjustment has been made.
Thank you for your assistance.
Regards,
[Your Name]
[Your Phone Number]
Sample Letter of Complaint for Wrong Billing for a Discount Not Applied
Date: November 3, 2023
To: [Company Name] Sales & Billing Support
From: [Your Name]
Account Number: 987123456
Subject: Missing Discount on November Statement - Account #987123456
Dear [Company Name] Team,
I am writing to dispute my latest bill, dated October 30, 2023, for account number 987123456. I was promised a 15% discount on this month's services for being a loyal customer, which should have reduced the total bill from $200.00 to $170.00. However, the discount was not applied, and the bill still shows the full amount.
I request that the 15% discount be applied to my account immediately, and a corrected invoice be sent to me. Please confirm when this has been processed.
Thank you for your prompt attention.
Sincerely,
[Your Name]
By understanding the components of a Sample Letter of Complaint for Wrong Billing and utilizing the examples provided, you can confidently address billing errors. Remember to keep records of all correspondence and be persistent in seeking a resolution. A clear, factual, and polite complaint is often the most effective way to rectify billing mistakes and ensure you are only paying for what you owe.