How to write a letter disputing a fee
A good dispute letter is short, specific and calm. The person reading it should know in thirty seconds what happened and exactly what you want.
The outline
- Today's date and who the letter is to.
- A clear subject line: "Request to remove a $38 resort fee, confirmation 12345."
- The facts: what you were charged, when, and what you were told before.
- Why it is wrong: one to three reasons, in plain words. Not a rant.
- What you want: a refund of an exact amount, or the charge removed.
- A deadline: "within 10 days of the date of this letter."
- Your name and contact details, and the account or reference number.
What to leave out
Leave out insults, guesses about what the company intended, and threats you do not plan to carry out. Do not claim anything you cannot show. A calm letter is taken more seriously than an angry one.
Send it so you have proof
Email is fine, and keep a copy. For something bigger, send it by certified mail with a return receipt. Write down the date you sent it and the date you expect an answer.
Plan the next step before you send
Decide now what you will do if there is no answer. That is the part most people skip, and it is where most disputes are won. Our guide to escalating a fee dispute shows the steps.
Want the letter written for you?
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