Guidelines for Writing a Dispute Letter

Published: 13th April 2011
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In a daily life, a person needs to interact with people in different situations, be it at the office, government department, neighborhood, bank, utility departments, and many more. This may lead to instances of communication gaps, misunderstandings, and wrong interpretations causing disputes between people. Hence, to deal with it formally, a person writes a dispute letter to raise an objection against any wrong accusation against him.

There are many types of dispute letters. Some of the ones that are commonly used include:

• An employee raising an objection against discrimination by his superior.

• A wrong escalation for non-payment of credit bills by a credit company.

• Denial of loan to a person

• Dispute against bank debt claim

• Denial of any club or association’s membership

Dispute letters fall within the domain of formal letters. They have an official purpose to be taken care of. However, it does not mean that they are written mainly in a work environment. In personal situations, any person can write such letters to inquire about something, or contest a claim from organizations whose services they are taking in their ordinary course of life. Therefore, it is important for everyone to know how to write a dispute letter.

They are written within a structured framework following certain guidelines. You need to ensure that the language you are using should be formal irrespective of your level of comfort with its recipient. Neither the language should convey your intentions of giving any extra favors or nurturing relations with the recipient. Your purpose is mainly to discuss why you are raising an objection against their actions. Nevertheless, your tone should be polite. There should be no signs of aggression, hostility, or rudeness in your letter. It should not seem as if you are threatening the organization. Also remember, to include all factual information in your defense. You can attach such documents as enclosures with the letter.

You need to be precise yet clear and exhaustive while giving your viewpoint. Ensure not to exaggerate to avoid weakening your opinion. As a courtesy measure, do request the recipient to reply at the earliest. For this, always write your address and phone numbers clearly and correctly.

Always prepare a rough draft of your letter and then write the final content. This way you can avoid scribbles and overwriting which make your letter look untidy and unprofessional. Also check for spelling and grammar mistakes.

Know more about Dispute Letters.

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