Explanation Letter For Billing Issues
[YOUR NAME]
[YOUR COMPANY ADDRESS]
[YOUR COMPANY NUMBER]
[YOUR EMAIL]
[DATE]
[RECIPIENTS NAME]
[RECIPIENTS COMPANY NAME]
[RECIPIENTS COMPANY ADDRESS]
Dear [RECIPIENTS NAME],
I am writing to formally address a concern regarding discrepancies found in the billing statement I received for the month of [MONTH, YEAR]. Upon review of the statement, I noticed charges that seem inconsistent with my usual billing cycles or the terms outlined in our agreement.
Specifically, the issues include [LIST SPECIFIC ISSUES], e.g., "“an unexpected charge labeled as [CHARGE DETAIL]", "a double billing on [PARTICULAR SERVICE]", etc. These entries have led to a total billed amount that appears to be erroneous. My records indicate that the expected charges for the period should rather be [YOUR CALCULATED AMOUNT] as opposed to the [BILLED AMOUNT].
I kindly request a thorough review of my account to resolve these discrepancies. It would be greatly appreciated if you could adjust the billing as per the agreed terms and ensure such discrepancies do not recur. For your reference, I have attached supporting documents including [LIST ANY DOCUMENTS YOU ARE ATTACHING, SUCH AS CONTRACT EXCERPTS, PREVIOUS BILLS, CORRESPONDENCE, ETC.].
Please feel free to contact me at your earliest convenience to discuss this matter further. I am reachable via email or phone [YOUR CONTACT NUMBER]. Your attention and prompt action on this matter will be highly appreciated.
Thank you for your time and consideration.
Sincerely,
[YOUR NAME]
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