How to Write a Collection Dispute Letter: Everything You Need To Know

Introduction 

 Suppose your business purchases a critical service from a vendor. However, upon reviewing the invoice, you notice several anomalies and discrepancies. Now, one way to solve them is to contact the vendor directly and discuss your concerns. However, there is a high chance that the vendor will refuse to change the invoice.

Another way to make your argument stronger is by disputing a debt. And this is where a collection dispute letter will come into play. A letter of dispute will help initiate a process where the collection agency will investigate the dispute, provide documentation to validate the debt amount and respond accordingly to ensure transparency. 

In this blog, we will explore everything you need to know about writing a collection dispute letter and how you can make it more effective. Let’s dive in. 

What Is a Collection Dispute Letter?

A collection dispute letter is a written communication sent by a business to a collection agency to check the accuracy and genuineness of a debt. It helps initiate a process where a collection agency will identify errors, resolve disputes, or look for additional information to validate the debt.

A debt collection dispute letter is crucial because it empowers you to challenge and rectify inaccuracies or unfair practices in debt collection. By formally disputing a debt due to an incorrect amount or already settled status, you can foster a legal obligation for collection agencies to verify the debt’s validity and provide supporting documentation. It also helps safeguard your rights under the Fair Debt Collection Practices Act and allows you to get a 30-day window from the day of receiving the letter to respond to it.

However, it’s important to note that while disputing a debt does not impact credit scores, it may still impact your credit reports. If the collection agency finds the debt valid, it may get marked as “disputed” on your report thereby affecting your creditworthiness. But the good thing is you can at least rectify the report inaccuracy by sending a credit dispute letter to credit bureaus.

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How to Dispute Debt Collection

If you think the debt is incorrect or you don’t owe it, you can dispute it anytime. However, the best way is to send a written dispute within 30 days of receiving the payment notice from the collector. The collector must immediately stop the collection process on receiving the dispute letter. 

Debt collectors rely on various information sources when collecting debts. To successfully dispute their debt,your approach must be thorough and methodical. An effective dispute letter is clear and concise and must have all relevant information attached to it. Here are a few things to follow when disputing a debt. 

Review the debt

Obtain all information related to the debt, including correspondence, statements, or bills from the creditor or debtor. 

Validate the debt

You need to request validation from the debt collector before you send a letter to dispute the debt. This should be done within 30 days of being contacted about the debt. You can either ask the debt collector to prove the debt amount and that they have the right to collect it from you.

Check for errors

Review the validation or any documentation provided by the debt collector thoroughly. Check for errors such as incorrect amounts, mistaken identities, or debts that have already been settled. 

Dispute in writing 

If you have found any inaccuracies or inconsistencies in validation information, you can dispute it in writing. You can send a collection dispute letter explaining why you dispute the debt and include all supporting documentation to support your claim. Also, don’t forget to keep a copy of the letter for your records. 

Invoke legal provisions

 Mention that the dispute is made under the Fair Debt Collection Practices Act (FDCPA), which mandates accurate information provision and halts collection activities during disputes. Additionally, you also have the right to request that the debt collector cease all communication with you about the debt. You can do this in writing after you have disputed the debt and believe the debt is not yours. 

Things to Consider When Drafting a Collection Dispute Letter 

When writing a debt collection dispute letter to the collection agency, keep in mind these few things. 

Accurate information

Include your complete details – name, address, official email address, account numbers or reference numbers, etc. relating to the debt. 

A clear statement of the dispute 

Mention very clearly the fact in the letter that you are disputing the debt. Avoid any ambiguous language or assumptions. 

Factual details 

The letter of dispute must be written on a factual basis. Highlight the errors you have identified and attach copies of supporting documents. 

Professional tone

Maintain a professional and respectful tone throughout your letter. Avoid using exaggerated expressions, emotional language, or making any accusations. 

Mention a deadline for response

Specify a reasonable time within which you expect a response. This will help ensure prompt dealing of your dispute letter and within legal guidelines. 

Collection Dispute Letter Example: How To Write One

Let’s look at some collection dispute letters that will help assert your rights and provide evidence to challenge inaccuracies or unjustified claims.

Download these sample collection dispute letters

What Not to Do When You Receive a Collection Letter?

Here are some actions you should avoid when you receive a letter from a debt collector.

Ignore the debt collectors

Ignoring the debt collectors might put you in a difficult position since they might use it against you during legal proceedings. Whether you owe money or are falsely implicated, you should never neglect their phone calls and always acknowledge their concerns. Reply promptly to debt collectors and dispute any debts that are not yours within 30 days of receiving the collection letter. Keep copies of the debt dispute letter and postal receipts for proof.

Lose proof of conversations

It is better to communicate with the debt collectors via writing (preferably e-mail or physical mail) instead of phone calls to keep a written trail. If you communicate via phone call, don’t forget to record the conversation after informing them of your intent to record and obtaining the consent of the involved parties.

Fall in the trap of debt collectors

Not all collection letters are genuine. Confirm with your team if any open invoices need to be paid. If there are no outstanding payments from your end, the collection letter could be a case of fraud. If it is a genuine collection letter and you need more time for repayment, you can always ask for it. But do not agree to any of their demands without double-checking all the details.

Boost Your Collections With HighRadius Dispute Management

Smooth handling of collections disputes is critical. Whether you are sending invoices to vendors or customers, errors can occur that lead to disputes. A robust collection solution should not only help customers create disputes from your dunning letters but also ensure transparent communication and a frictionless process for everyone.

To help you achieve this, HighRadius’ collection cloud tool presents automated dispute management. The system offers features that help resolve disputes 20% faster and track status, attachments, and routing accurately. Also, it will help you with: 

• Dispute creation so you can create a dispute on an invoice if the customer disagrees with the invoice amount. Collectors can also add a reason code to the dispute based on the ERP reason codes. 
• Dispute backup documents attachment so customers can attach supporting documents to the dispute. 
• Dispute research and resolution to help you decide whether a dispute is valid or not based on the backup documents and notes attached to the dispute. The system will also update the status of the dispute and inform the customer while mentioning the resolution type and taking it to the ERP to close the dispute. 

FAQs

What are valid reasons to dispute a collection?

Valid reasons to dispute a collection include inaccurate or incomplete information, lack of proof of debt, expired debt, identity theft, or mistaken identity. A collection dispute letter can be sent to the collection agency, requesting proof of the debt and addressing any discrepancies.

What is the proper way to dispute collections?

The proper way to dispute a collection is to send a letter of dispute to a collection agency. Make sure to send it within 30 days of receiving the debt collection letter and request for proof of debt. Keep a copy of the letter and any correspondence. Seek legal help if needed.

How long does it take to dispute a collection?

It depends on the complexity of the case and the debt collector’s responsiveness. Under the Fair Debt Collection Practices Act (FDCPA), you have a 30-day window to respond to collection letters. Disputes generally resolve within this time; otherwise, it may take several weeks or months.

How do you win a debt collection dispute?

Consider doing the following things to win a debt collection dispute:

• Verify the debt
• Review all documents for errors
• Dispute in writing with evidence
• Cease communication if needed
• Seek legal advice
• Document all interactions meticulously
• Keep a copy of the letter of dispute for future references

Does it hurt your credit to dispute a collection?

No. Acting on dispute items does not affect the credit score. However, if the collection agency resolves the dispute in favor of the creditor or the debt is found valid, it can negatively affect your credit. The debt may get marked as “disputed” on your credit report but will not impact your credit scores. 

Do collection dispute letters work?

Yes, collection dispute letters are effective in resolving debt issues. It provides a formal way to challenge the validity of a debt and assert your right under the FDCPA. Accurately documented dispute letters help rectify debt records while reducing the impact on your credit report.