Before You Start
- Replace all [BRACKETED] fields with your information
- Send to the company's customer service email (check their website)
- Save a copy of the sent email for your records
- Allow 7-10 business days for a response
Template
Subject: Billing Dispute - Account [ACCOUNT NUMBER]
Dear [COMPANY NAME] Customer Service,
I am writing regarding unauthorized charges on my account.
ACCOUNT DETAILS:
- Account Holder: [YOUR FULL NAME]
- Account Number: [ACCOUNT NUMBER]
- Email on File: [YOUR EMAIL]
- Phone on File: [YOUR PHONE]
ISSUE DESCRIPTION:
On [DATE], I [DESCRIBE WHAT HAPPENED - e.g., 'cancelled my membership' / 'was charged without authorization']. Despite this, I have been charged the following amounts:
[DATE]: $[AMOUNT]
[DATE]: $[AMOUNT]
Total Disputed: $[TOTAL]
I am requesting:
1. Immediate cancellation of any recurring billing
2. A full refund of $[TOTAL] for the disputed charges
3. Written confirmation of this resolution
Please respond within 10 business days. I am documenting this dispute and will escalate to regulatory agencies if not resolved.
Sincerely,
[YOUR NAME]
[YOUR EMAIL]
[YOUR PHONE]
Reference: This email serves as formal notice of dispute under applicable consumer protection laws.
Next Steps
- Wait 7-10 business days for a response
- If no response or denied, escalate to management
- Save all correspondence in a dedicated folder
Tips for Success
- Keep it professional. Emotional language weakens your position.
- Be specific. Include exact dates, amounts, and account numbers.
- Request delivery receipt. Most email clients have this option.