Disagreement Letter

A disagreement letter is one of the most difficult letters to write. However, they need not result in a negative outcome. In fact, it can be one of the best ways to express anger or concern in a constructive, yet assertive manner. There are several objectives that can be fulfilled by an effective disagreement letter. You can use it to state the problem, explaining what you want the recipient to do about it. Before going to the extent of litigation, problems can be resolved through negotiation and explanation. Disagreement letters can be used to correct the misunderstandings and factual errors in order to resolve the conflict. Issues can be stated clearly, and you can also explain the reason of your disagreement with the other person’s viewpoint, either with some financial matter or bills received, or even with a proposed course of action. You could then make suitable recommendations to resolve the matter. Although it may be a disagreement that you are thrashing out, you could use the correspondence to build and maintain trust and goodwill.

Give a clear description of the disagreement along with suggestions of a solution. Make sure to avoid any form of threats and accusations, especially in the very first letter. The intent of writing the letter being to solve the problem or conflict, and not merely to disagree. Keeping your cool and maintaining a professional tone despite the way you feel is essential in a disagreement letter. The tone of this letter should be courteous, and the format should be concise, direct and clear. Always remember to address your letter to a specific person, and not to the organization or company in general. In case the problem is not resolved, in the next letter you can state what actions you might take, but only if you are ready to follow through.

There are several situations where a disagreement letter can be of help:

When you want to disagree about some benefits like retirement, social security or insurance: In case you do not agree about any of the conditions of the benefit, you need to describe your disagreement in a clear manner, and the actions you want to be taken in order to resolve it. In case the problem is not solved you can state the actions you may be taking, in your next letter.
Disagreement regarding rent payment, bills or any other financial issue: In this situation try, to avoid threats and accusations in your letter.
Disagreement with a superior, subordinate, or a person in authority: It is always better to solve a conflict or problem, rather than just disagreeing. Do not make accusations and try to state the issue in a clear and simple manner. Explain every detail, along with the reason of disagreement, the proposed course of action, and the recommendations.
When you want to oppose legislation: Constituent letters can oppose specific legislation, and it can be a very powerful means of persuading politicians to not vote for it. Try and keep the format of this letter brief, direct and clear.
Responding to a false accusation from a government agency: Disagreement letters can also be written if you want to respond to false accusations. Most of the people in this situation usually resolve the problem through negotiation and explanation, before opting for litigation. This letter should be used to correct misunderstandings and factual errors, in order to solve the problem or conflict.

A disagreement letter can provide you and the other party with a record of concerns, suggestions and ideas. It gives you the opportunity to go over what has been discussed or suggested. Putting down your thoughts on paper can enable you to avoid a lot of misunderstandings and confusion. For instance, if you have a serious disagreement with the school where your child is studying, and you feel that it will not get resolved, then you can request mediation. In this case, you and the school authority can sit down with a third person, who is impartial (known as a mediator). You can talk about the areas where you do not agree, and try to arrive at an agreement.

Here is a sample disagreement letter:

Dear XYZ,

Under the provisions of the 2000 Educational Rights and Privacy Act, on (date), a hearing was conducted at my request in order to bring about amendments to my educational records at the University of California in the following fashion…(give details).

I requested these changes in the records because... (give details)

However, since the petition I filed was denied, I am executing my right to put this notification in my student file. The reasons for my disagreement with the outcome are as follows… (give details)

I realize that this letter is a part of my student file and that it will be forwarded with the education record contested to recipients I designate. However, it may not be re-disclosed by those recipients.

Date,

Signature of the student