Letter to Supplier for Wrong Billing - Request for Revised Invoice

Supplier sending you across an erroneous invoice could be entirely unintentional most of the time and in very rare cases it could be a willful blunder. Hence, before making this issue further disputable - it would be advisable for you to first speak with the supplier or write to him regarding the alleged inaccuracy in the invoice(s). And, seek for a revision in the invoice(s).

Important things to remember while writing such letter to supplier:

(1) Accurate details of the invoice number and date with purchase order or contract reference;
(2) What for the billing was done - describe the goods supply details, if needed - quantity and date of supply, etc;
(3) What is the exact error in the invoice - describe briefly;
(4) What is the corrective action suggested by you - explain;
(5) Show your disappointment about the wrong invoicing but do not use harsh words which could hamper the business relationship.

Following format could be used. Modify it suitably as per the exact nature of error in your case.

FORMAT

Ref: ......................
Date: ....................

To
(Name of the Supplier)
(Address)
(Tel. No.)

Sub.: Erroneous invoices received - request for revision.

Dear Mr. ...............,

Greetings! Hope you are doing well.

I am writing this letter with a bit of disappointment regarding the wrong invoices received from your end. Kindly go through the following details about the concerned invoices and please do take appropriate action in this regard.

We have received on (date) the following invoices wherein we have found some errors in the billing amount.

(1) Invoice no. ..................... dated .............. (ref: Purchase order no. ............... dated ..............)

Error: Billed quantity is 120ton of goods whereas it should have been 102ton of goods as we had returned 18ton of goods on (date) because of the faulty nature in it. Returned goods were received at your company's warehouse #.......  on (date). Acknowledgement no. ........... dated ..............

(2) Invoice no. ..................... dated .............. (ref: Purchase order no. ............... dated ..............)

Error: Billed rate in the invoice is US$ 5000 per ton of goods whereas if you refer our email correspondence dated .......... You had agreed to give a discount of 10% on it. So the billing rate should be US$4500 per ton of goods.

(3) Invoice no. ..................... dated .............. (ref: Purchase order no. ............... dated ..............)

Error: There is a gross error in the calculation of the bill. The total amount should be US$16,000 whereas it is showing US$19,000. This needs to be corrected.


As you will notice these errors are quite genuine in nature and hence, it should be corrected and revised invoices should be issued to us at the earliest. We believe these errors must have been unintentional and therefore we are not letting it to be any kind of hurdle in our business relationship. Although we do hope your team will take extra measures in reassuring the accuracy of the invoices in the future.

Looking forward to receiving the revised invoices as soon as possible from your end.

Thanking you for your understanding and cooperation in the matter!

Yours faithfully,

signature
(Name of the Authorized Officer)
(Designation)

Complaint Letter Sample for Wrong/High Telephone Billing Error

Errors in telephone bills are not a new thing, it's quite common with the growing number of telephone subscribers especially in mobile connections.

Landline subscribers number is going down, of course, they are being used mostly at organizations and rarely at homes. The error is negligible in these sectors as compared to mobile connections.

Telephone bills are being generated digitally. No human manual calculations are done, so chances of error should be less. But still error happens mostly because of some backend feeding errors or miscommunications between company and consumer.

Once you identify that there is a possible chance of error in your bill you should complain about it immediately to the company. Methods of complaining are:

1) Send physical complaint letter to company's concerned address;

2) Send an email to the company's email id describing your complaint;

3) Call over the phone at the company's customer care number to lodge a complaint;

4) Submit complaint at the website of the company with or without logging in.

In the telecom company website you will find all the information as to where to lodge the complaint through letter or email or phone or website.

Here's a format of complaint letter that can be used for submission of complaint manually. You can also use the format for sending a complaint through email.

Change the body part of the letter - by describing the exact error in your case.

FORMAT

Date: ......................

From

(Name of the Complainant)

(Full Postal Address)

(Phone Number)

(Email Id)

To

(Designation of concerned officer)

(Department Name)

(Name of the Telecom company)

(Full Address)

Sub: Complaint regarding excess bill amount for the month of ..............

Ref: Postpaid mobile no. ..................

Dear Sir,

I am a resident of .....(your full address)...... I have been using your company's mobile no. ............., which was obtained in my name, for the last few years. I am surprised to have received the current month bill for this mobile number with such excessive billing amount.

Please note the following details about my mobile number for your reference and verification.

Mobile no.: ...............
Connection: Postpaid
Current active Plan details: ...................
Bill for the month of: .............
Bill number: ................
Bill amount: ...............

My monthly telephone bill amounts generally range between Rs. ........ to Rs. ......... As you can see the bill amount as mentioned above is almost three times of my regular bill amount.

I have gone through the bill copy in detail and I noticed that I have been excessively charged for STD calls, which I have never even made in that month. Kindly verify this at your end. I am absolutely sure that I have not made any STD calls at all last month.

Therefore, I request you to kindly provide me a corrected bill for last month so that I can make the payment and continue to use the service. In case you do not correct this error, I shall be bound to lodge this case in appropriate consumer or legal forum and I will also discontinue your company's phone connection.

I hope you will attend to my complaint urgently and resolve it at the earliest possible.

Enclosed herewith a photocopy of the concerned bill for your ready reference.

Thanking you in advance!

Yours faithfully,

  (sign)

(Name of the Complainant)

Encl.: A/a