Carrier Weight Dispute Email Template

Subject: Formal Weight Discrepancy Dispute & Credit Note Request — Account: [YOUR_COMPANY_OR_ACCOUNT_ID] — [INVOICE_NUMBER]

Dear [Courier_Partner_Name] Escalations & Billing Team,

I am writing to formally dispute the volumetric weight calculations logged against our account for the billing period [BILLING_PERIOD / INVOICE_DATE]. 

Upon cross-verifying our master SKU catalog dimensions and warehouse scale weights against your billed charges, we have identified significant discrepancies where package weights were inflated beyond physical limits, resulting in unfair weight slab jumps.

1. SUMMARY OF DISCREPANCY:
• Total Affected AWBs: [NUMBER_OF_AWBS, e.g. 18]
• Contracted Shipping Mode: India Surface (Divisor: /5000)
• Master Catalog Weight per Unit: [e.g. 450 grams / 0.45 kg]
• Billed Weight by Courier Hub: [e.g. 2.0 kg to 2.5 kg]
• Total Disputed Overcharge Amount: ₹[TOTAL_AMOUNT, e.g. 14,280]

2. DETAILED EVIDENCE ATTACHED:
Attached to this email is our itemized reconciliation sheet containing:
- Exact AWB Tracking Numbers
- Physical Package Dimensions (L x W x H in cm)
- Calculated Volumetric Weight using contracted formula ((L x W x H) / 5000)
- Physical Digital Scale Photographs with barcode labels visible
- Packaging box manufacturer specifications

3. CONTRACTUAL CLAUSE REFERENCE:
Under our Service Level Agreement, chargeable weight is defined as the maximum of actual dead weight or volumetric weight calculated strictly as (L × W × H) / 5000. Hub dimensional readings exceeding manufacturer packaging capacity represent measuring sensor calibration errors.

Please freeze the weight discrepancy deduction for these AWBs immediately and issue a corresponding Credit Note of ₹[TOTAL_AMOUNT] to our account balance.

Kindly acknowledge receipt of this dispute within 24 business hours as per the standard 7-day dispute window SLA.

Sincerely,

[Your Name]
Head of Operations / Logistics Lead
[Your Company Name]
[Registered Phone Number] | [Account ID]
Attachment: [Company]_Disputed_AWB_Evidence_[Date].xlsx