Fee Dispute Resolution Letter Template

[Date]

[Client Name]
[Client Address]

Re: Fee Dispute – [Matter Name/Invoice Number]

Dear [Client Name],

We value our relationship and strive to resolve any concerns promptly. This letter addresses the outstanding balance of $[Amount] associated with the above matter and outlines our process for resolving fee disagreements.

1. Summary of Charges

• Invoice(s) in dispute: [List invoice numbers and dates]
• Services provided: [Brief description]
• Costs advanced: $[Amount]
• Payments received: $[Amount]
• Current outstanding balance: $[Amount]

2. Opportunity to Discuss

Please contact [Billing Contact/Attorney Name] by [Date] to discuss the charges and provide any questions or clarifications. We are happy to review time entries, supporting documents, and adjustments where appropriate.

3. Fee Arbitration / Mediation Options

Under [State] law and the rules of [State/County Bar Association], you have the right to request [fee arbitration/mediation] to resolve this dispute. Enclosed is an informational brochure and request form describing the program. If you wish to initiate arbitration, please notify us within [Number] days.

4. Payment Plan Proposal (if applicable)

To avoid accrual of additional interest, we propose the following payment arrangement:
- Initial payment of $[Amount] due by [Date].
- [Number] monthly installments of $[Amount] due on the [Day] of each month.
- Interest will be waived/reduced if payments are made timely.
Please confirm acceptance or propose an alternative plan in writing.

5. Reservation of Rights

Our firm reserves all rights to pursue collection remedies if the dispute remains unresolved and no arbitration request is submitted within the required time. We hope to avoid this outcome through cooperative dialogue.

6. Next Steps

• Contact our office at [Phone/Email] to schedule a call.
• Review enclosed documentation and submit written response by [Date].
• Indicate whether you elect fee arbitration or accept the proposed payment plan.

We appreciate your prompt attention and look forward to resolving this matter amicably. Thank you for your continued trust in [Firm Name].

Sincerely,

[Attorney/Billing Manager Name]
[Title], [Firm Name]
[Phone]
[Email]

Enclosures: Invoice copies; Fee arbitration information; Payment plan form (if applicable)