Dispute Letter : Definition, Types and Format

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The word dispute has a negative meaning itself. But a dispute letter is written much to counter that negativity. We write a dispute letter to urge the recipient to fix the errors on their part that has happened, in a decent and formal way.

People often face difficulty while writing a dispute letter for this. Because of the negative meaning of the word, they express their anger and frustration while writing this letter. The purpose of writing a dispute may vary depending upon the situation, but the tone should be one and the same.

Definition of a Dispute Letter:

The letter written to dispute or disagree with the errors in your report is called a dispute letter. This letter is also used to inform the other party about the legal actions you may take, or that may be taken against you if the problem isn’t corrected. It can be written by a person or an organization.

In essence, The letter should clearly identify the disputed items in the report. It should also state the facts and explain the reason for the disputed information, and request it to be removed or corrected. A copy of your report can be enclosed with the items in question, circled.

Types of Dispute Letters:

There 2 different kinds of dispute letters. For example:

1. Personal Dispute Letter: Includes:

  1. Dispute Letter to Creditor
  2. Dispute Letter to Landlord

2. Business Dispute Letter. Includes:

  1. Dispute Letter to Credit Bureau
  2. Dispute Letter to Bank
  3. Dispute Letter to Collection Agency
  4. Payment Dispute Letter
  5. Settlement of Dispute Letter

 Since it varies with context, there are different formats of writing a dispute letter. Let’s see the most common ones.

Format of a Dispute Letter:

Dispute Letter on Payment:

  1. Start with your details and the date.
  2. Insert the name of the recipient and his contact details.
  3. Then write down the subject and after a formal salutation, proceed to the body.
  4. When writing the body of the letter, it is important to include the required information clearly. The event of the payment, the reason, the time of return, the rate of interest if any, etc. are information you should use on your favor to dispute the problem. Give solid reasons and mention them in bullet points.
  5. Conclude the letter professionally and don’t forget to sign the letter.

Credit Dispute Letter:

Such a Dispute Letter is common, but it will be discussed in details in credit letters.

Debt collection Dispute letter:

This should be sent within 30 days from the date you first receive a debt collection letter. Then, the debt collector should stop all collection activities until it verifies the debt.

  1. Before writing this, remember to send the letter by certified mail that you can be confirmed when the agency receives it.
  2. Insert your name and street address then zip code and other details.
  3. Then mention the certified mail return receipt number.
  4. Next, insert the collection agency’s name and address
  5. After a fitting salutation, explain why you are disputing them. Mention the details of relevant information with dates and numbers and correct the amount of debt or the time of payment.
  6. Conclude in good tone expecting cooperation. Don’t forget to sign at the end of the letter.
  7. You may attach copies of the document that supports your dispute.

Tips to Follow:

  1. The main information or the reason can be written in bold letters.
  2. Keep one copy of the letter with yourself for future use.
  3. Follow the rules of formal letter writing. Use write size and quality of the paper. The envelope should match the color of the paper. You should make use of white paper while writing this kind of formal letter. Bright color papers don’t give a professional look.
  4. If there is no letterhead, then you should write the name and address of the company on top of the paper. If the dispute letter is on a personal note, then write your name and address on top of the letter.
  5. If this is not your first dispute letter, then provide the reference number of your last dispute letter.

 

 

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