Dispute letters can be written for various purposes. A credit dispute, a collection dispute letter, debt collection dispute letter and many more can be the reason for writing a dispute letter. Whatever the reasons and the grounds are, dispute letter is to be written in a certain format by taking care of some things.
We all understand that a dispute letter is not a pleasant letter to write. Apparently, the subject matter and the main body of the letter will also be serious in tone. With a formal language and correct details, a dispute letter should be written very carefully.
The word dispute itself has a negative connotation forget the letter of dispute. It ideally should contain a language which is full of anger and frustration conveying the failure of expectations. But no, this is not the way of writing a dispute letter. Even if you are angry and disappointed, the language that is used in a letter should be decent and civilized. Keep yourself free from the blame game and do not threaten. Limit yourself to a formal language and keep the tone firm. Do not sound as if you are in a hurry.
Be patient and let the reader know that he can take all the sweet time of his to solve the dispute. Avoid giving references in not necessary. Do not include irrelevant information and keep your letter crisp and authentic.
Let us see some of the important points which will help you in drafting an effective dispute letter.
- Dispute letter is a formal letter and should follow all the rules of formal writing techniques. It should be written on a paper which is 81/2 by 11 inch in measurement. The envelope should be a matching one too. The paper should be either white or cream or beige in color. Avoid bright colors. If possible, write the letter on a company's letter head. If you do not have any, write/type the name of the organization and the address with details like pin code on the top of the paper. If you are writing a letter personally i.e. you do not associate with any company, mention your full name and address on the top of the letter.
- If you have written any previous letters to the company, mention the reference number.
- Give a proper subject line to the letter. Do not be vague. If you have any policy number, mention it in the subject line to give the addressee a clear idea about the letter.
- If you know the addressee personally, write his/her name. If not, write Sir/Madam.
- In the main body of the letter, write the information clearly. It would be better if you write in bullet points. Give every detail. State the reason of dispute if possible. If you are demanding for any remuneration, state that how are you eligible for that.
- Use utterly formal language. Avoid giving references of big shot people even if you know them. Do not threaten and never use abusive language.
- Do not choose stylish fonts for writing. Whatever information you want to emphasize, you can underline that or just make it bold. There is no need to use any different font.
- While closing the letter use yours sincerely or yours truly. Put your signature which is authentic. If there is a dispute regarding the signature, be very careful while putting the signature. If necessary attach an affidavit with your letter.
- Keep a copy with you before sending the letter. Whatever document you send, keep a note of those. This will help you for further correspondence. If necessary, enclose a self address envelope with your letter.
Draft your dispute letter in such a way that the dispute gets settled well in time. We wish you all the good luck.
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