Write an Effective Billing Dispute Letter

Create a professional billing dispute letter that gets results. This template helps you document your case clearly, protect your consumer rights, and resolve billing errors quickly.

Billing Dispute Letter Template

A billing dispute letter is a formal document sent to a company or service provider to contest incorrect charges, unauthorized fees, or billing errors. Under the Fair Credit Billing Act (FCBA), you have the right to dispute billing errors within 60 days of the statement containing the error.

What This Template Is For

This template helps you create a professional, legally-compliant billing dispute letter that includes all essential elements required by law. It's designed to help you clearly state your case, provide necessary documentation, and request specific action from the billing company. The template ensures you include critical information like account details, disputed amounts, and relevant dates.

When To Use This Template

Use this billing dispute letter template when:

  • You notice unauthorized charges on your bill
  • You've been charged the wrong amount
  • You're billed for services not received
  • You find duplicate charges
  • You need to dispute a charge within the 60-day window
  • You've identified billing errors or discrepancies

How To Customize It

Follow these steps to customize your billing dispute letter:

  1. Gather all relevant documentation (statements, receipts, correspondence)
  2. Fill in your personal and account information
  3. Clearly state the disputed amount and date
  4. Explain why you believe the charge is incorrect
  5. Include copies (not originals) of supporting documents
  6. Review the letter for accuracy and completeness
  7. Keep copies of everything you send

Common Use Cases

This template is commonly used for:

  • Credit card billing disputes
  • Medical bill discrepancies
  • Utility billing errors
  • Service provider overcharges
  • Subscription billing issues

Best Practices

To maximize the effectiveness of your dispute letter:

  • Send within 60 days of the error appearing
  • Use certified mail with return receipt
  • Keep emotion out of the letter
  • Be specific about dates and amounts
  • Request specific action
  • Maintain a professional tone

Template Variations

Different situations may require slight modifications:

  • Credit card dispute version
  • Medical billing dispute format
  • Service cancellation dispute
  • Double-charging dispute
  • Unauthorized charge version

Success Stories

Many consumers have successfully resolved billing disputes using this template, including:

  • $1,200 medical billing error corrected
  • Duplicate subscription charges refunded
  • Unauthorized service charges removed
  • Incorrect utility fees adjusted

Frequently Asked Questions

How long do I have to dispute a billing error?

You have 60 days from the date the error first appeared on your statement to file a dispute.

Should I pay the disputed amount while waiting for resolution?

You're not required to pay disputed amounts while under investigation, but continue paying undisputed charges.

Do I need to send original documents with my dispute letter?

No, send copies of supporting documents and keep originals for your records.

How should I send my dispute letter?

Send via certified mail with return receipt for proof of delivery and timing.

How long will the dispute process take?

Companies must acknowledge your dispute within 30 days and resolve it within 90 days.