Understanding and Using a Sample Of Discrepancy Letter

Subject: Discrepancy in Paycheck – [Your Name] – [Pay Period Ending Date]

Dear [Payroll Department/Supervisor Name],

I am writing to bring to your attention a discrepancy in my paycheck for the pay period ending [Pay Period Ending Date]. According to my timesheet/employment records, I worked [Number] hours during this period. However, my paycheck shows payment for only [Number] hours.

To help clarify, here is a breakdown:

1. Total Hours Worked: [Number]
2. Hours Paid: [Number]
3. Difference: [Number]

Could you please investigate this matter and correct the error at your earliest convenience? I have attached a copy of my timesheet/employment records for your reference.

Thank you for your time and attention to this issue.

Sincerely,

[Your Name]

[Your Employee ID]

[Contact Information]

Subject: Invoice Discrepancy – Invoice #[Invoice Number] – [Your Company Name]

Dear [Vendor Name/Accounts Payable Department],

This letter is to bring to your attention a discrepancy regarding invoice #[Invoice Number], dated [Invoice Date], from [Your Company Name] for the amount of [Amount].

The invoice was for [Brief description of goods or services]. Our records show that the payment was made on [Date of Payment] for the correct amount. However, we received a reminder/notice indicating that the invoice remains unpaid.

Please investigate this matter and confirm the payment status. Could you please provide proof of payment or clarify the reason for the discrepancy? We have attached a copy of our payment confirmation as well as the original invoice for your reference.

Thank you for your cooperation.

Sincerely,

[Your Name/Your Title]

[Your Company Name]

[Contact Information]

Subject: Discrepancy in Order #[Order Number] – Missing Items

Dear [Vendor Name/Shipping Department],

I am writing to inform you of a discrepancy in our recent order, #[Order Number], placed on [Date of Order]. Upon receiving and unpacking the shipment today, [Date of Receipt], we discovered that several items were missing.

Specifically, the following items are missing:

Please investigate this matter and let us know how you plan to address the missing items. We would appreciate it if you could ship the missing items as soon as possible or provide a refund for the missing quantities.

Thank you for your prompt attention to this issue.

Sincerely,

[Your Name/Your Title]

[Your Company Name]

[Contact Information]

Subject: Discrepancy in Time-Off Request – [Your Name]

Dear [Supervisor/HR Department],

I am writing to address a discrepancy regarding my approved time-off request. On [Date of Request], I submitted a request for time off from [Start Date] to [End Date], totaling [Number] days. The request was approved on [Date of Approval].

However, the time off is not reflected in my schedule/payroll records, or the number of days shown is incorrect. Please confirm my approved time off and rectify the record.

For reference, here is the time off details:

• Start Date: [Start Date]
• End Date: [End Date]
• Number of Days: [Number]

Please let me know what steps you will take to correct this issue.

Thank you,

[Your Name]

[Your Employee ID]

[Contact Information]

Subject: Discrepancy in Expense Report – [Your Name] – [Report Date]

Dear [Supervisor/Accounting Department],

I am writing to address a discrepancy regarding my expense report submitted on [Report Date]. I have identified an error in [Specific expense or category, e.g., mileage reimbursement] or [Total Expense]

The specific details of the discrepancy are as follows:

[Clearly explain the error. For example, “I mistakenly claimed mileage for a personal trip. The correct amount should be zero.” or “The amount in the total expense doesn’t match the sum of the listed expense.”]

I have attached a revised expense report, or relevant receipts, to correct this error. Please adjust the reimbursement amount accordingly.

Thank you for your understanding and assistance.

Sincerely,

[Your Name]

[Your Employee ID]

[Contact Information]

Subject: Discrepancy in Employment Contract – [Your Name]

Dear [HR Department/Manager Name],

I am writing to bring to your attention a discrepancy between my understanding and/or verbal agreement and the terms outlined in my employment contract. Specifically, the issue pertains to [Specific term of the contract, e.g., Job Title, Salary, Vacation Days].

According to my initial offer/discussion, the agreed-upon terms were [State the agreed-upon terms]. However, the employment contract states [State the terms outlined in the contract that differ from the agreement].

I would appreciate it if you could review the contract and the original offer/agreement to clarify the discrepancy. I am available to discuss this further at your convenience.

Thank you for your time and consideration.

Sincerely,

[Your Name]

[Contact Information]