Receiving a non-occupancy charge can be a frustrating and unexpected expense, especially when you believe the charge is unwarranted.
Whether you have been incorrectly billed for utilities, property taxes, or other fees associated with a property you no longer occupy, crafting a clear and persuasive letter is essential to removing these charges.
Sample Letters to Remove Non-Occupancy Charges
In this article, we will provide you with 15 sample letters that will help you effectively communicate your case and get those non-occupancy charges eliminated.
Letter 1: Incorrect Billing After Move-Out
Subject: Request for Removal of Non-Occupancy Charges – [Property Address]
Dear [Billing Department],
I am writing to dispute the non-occupancy charges that have been incorrectly billed to my account for the property located at [Property Address]. I vacated the premises on [Move-Out Date] and have since returned the keys to the property manager.
According to my lease agreement, I am not responsible for any charges incurred after the official move-out date. Therefore, I kindly request that you remove all non-occupancy charges from my account, including [List Specific Charges], which total [Total Amount].
Please update your records to reflect my move-out date and ensure that no further charges are applied to my account. If you require any additional information or documentation, please do not hesitate to contact me.
Thank you for your prompt attention to this matter.
Sincerely,
[Your Name]
[Your Address]
[Your Phone Number]
[Your Email Address]
Letter 2: Incorrect Utility Charges
Subject: Dispute of Non-Occupancy Utility Charges – [Property Address]
Dear [Utility Company],
I am writing to contest the non-occupancy utility charges erroneously billed to my account for the property located at [Property Address]. I moved out of the property on [Move-Out Date] and have not been responsible for utility usage since then.
Upon reviewing my recent utility bill, I noticed that I have been charged for services rendered after my move-out date, specifically [List Specific Charges], amounting to [Total Amount]. As I was no longer occupying the property during this period, I should not be held liable for these charges.
I request that you immediately remove these non-occupancy utility charges from my account and ensure that future bills reflect the correct billing period. Please let me know if you need any additional information or documentation to process this request.
Thank you for your understanding and prompt resolution of this issue.
Sincerely,
[Your Name]
[Your Address]
[Your Phone Number]
[Your Email Address]
Letter 3: Incorrect Property Tax Assessment
Subject: Removal of Non-Occupancy Property Tax Charges – [Property Address]
Dear [Tax Assessor’s Office],
I am writing to request the removal of non-occupancy property tax charges for the property located at [Property Address]. I sold this property on [Sale Date] and have not been the legal owner since then.
However, I have recently received a property tax bill that includes charges for the period after the sale date, specifically [List Specific Charges], totaling [Total Amount]. As I was no longer the owner of the property during this time, I should not be responsible for these non-occupancy charges.
Please update your records to reflect the change in ownership and remove any property tax charges assigned to me after the sale date. If you need any further documentation to process this request, such as a copy of the sale agreement, please let me know.
Thank you for your attention to this matter and your prompt resolution of these incorrect charges.
Sincerely,
[Your Name]
[Your Address]
[Your Phone Number]
[Your Email Address]
Letter 4: Incorrect Homeowners Association Fees
Subject: Dispute of Non-Occupancy HOA Fees – [Property Address]
Dear [Homeowners Association],
I am writing to dispute the non-occupancy homeowners association (HOA) fees that have been incorrectly charged to my account for the property located at [Property Address]. I sold this property on [Sale Date] and have not been responsible for HOA fees since then.
Upon reviewing my recent HOA statement, I noticed that I have been charged fees for the period following the sale date, specifically [List Specific Charges], amounting to [Total Amount]. As I was no longer the owner of the property during this time, I should not be liable for these non-occupancy charges.
I request that you immediately remove these incorrect HOA fees from my account and ensure that future statements reflect the correct billing period and ownership. If there is any additional information or documentation you need to process this request, please inform me.
Thank you for your understanding and prompt resolution of this issue.
Sincerely,
[Your Name]
[Your Address]
[Your Phone Number]
[Your Email Address]
Letter 5: Incorrect Waste Management Charges
Subject: Removal of Non-Occupancy Waste Management Charges – [Property Address]
Dear [Waste Management Company],
I am writing to request the removal of non-occupancy waste management charges that have been erroneously billed to my account for the property located at [Property Address]. I vacated the premises on [Move-Out Date] and have not required waste management services since then.
However, I have recently received a bill that includes charges for services rendered after my move-out date, specifically [List Specific Charges], totaling [Total Amount]. As I was no longer occupying the property during this period, I should not be responsible for these non-occupancy charges.
Please update your records to reflect my move-out date and remove any waste management charges assigned to me after that date. If you need any further documentation to process this request, such as proof of my move-out, please let me know.
Thank you for your attention to this matter and your prompt resolution of these incorrect charges.
Sincerely,
[Your Name]
[Your Address]
[Your Phone Number]
[Your Email Address]
Letter 6: Incorrect Water and Sewage Charges
Subject: Dispute of Non-Occupancy Water and Sewage Charges – [Property Address]
Dear [Water and Sewage Department],
I am writing to contest the non-occupancy water and sewage charges that have been incorrectly billed to my account for the property located at [Property Address]. I moved out of the property on [Move-Out Date] and have not been responsible for water and sewage usage since then.
Upon reviewing my recent bill, I noticed that I have been charged for services provided after my move-out date, specifically [List Specific Charges], amounting to [Total Amount]. As I was no longer occupying the property during this period, I should not be held liable for these charges.
I request that you immediately remove these non-occupancy water and sewage charges from my account and ensure that future bills reflect the correct billing period. If there is any additional information or documentation you need to process this request, please inform me.
Thank you for your understanding and prompt resolution of this issue.
Sincerely,
[Your Name]
[Your Address]
[Your Phone Number]
[Your Email Address]
Letter 7: Incorrect Cable and Internet Charges
Subject: Removal of Non-Occupancy Cable and Internet Charges – [Property Address]
Dear [Cable and Internet Provider],
I am writing to request the removal of non-occupancy cable and internet charges that have been erroneously billed to my account for the property located at [Property Address]. I terminated my services with your company on [Termination Date] and have not used these services since then.
However, I have recently received a bill that includes charges for services provided after my termination date, specifically [List Specific Charges], totaling [Total Amount]. As I was no longer a subscriber during this period, I should not be responsible for these non-occupancy charges.
Please update your records to reflect my service termination date and remove any cable and internet charges assigned to me after that date. If you need any further documentation to process this request, such as proof of my termination, please let me know.
Thank you for your attention to this matter and your prompt resolution of these incorrect charges.
Sincerely,
[Your Name]
[Your Address]
[Your Phone Number]
[Your Email Address]
Letter 8: Incorrect Landscaping and Maintenance Fees
Subject: Dispute of Non-Occupancy Landscaping and Maintenance Fees – [Property Address]
Dear [Landscaping and Maintenance Company],
I am writing to dispute the non-occupancy landscaping and maintenance fees that have been incorrectly charged to my account for the property located at [Property Address]. I sold this property on [Sale Date] and have not been responsible for these services since then.
Upon reviewing my recent invoice, I noticed that I have been charged fees for services rendered after the sale date, specifically [List Specific Charges], amounting to [Total Amount]. As I was no longer the owner of the property during this time, I should not be liable for these non-occupancy charges.
I request that you immediately remove these incorrect landscaping and maintenance fees from my account and ensure that future invoices reflect the correct billing period and ownership. If there is any additional information or documentation you need to process this request, please inform me.
Thank you for your understanding and prompt resolution of this issue.
Sincerely,
[Your Name]
[Your Address]
[Your Phone Number]
[Your Email Address]
Letter 9: Incorrect Pest Control Charges
Subject: Removal of Non-Occupancy Pest Control Charges – [Property Address]
Dear [Pest Control Company],
I am writing to request the removal of non-occupancy pest control charges that have been erroneously billed to my account for the property located at [Property Address]. I terminated your services on [Termination Date] and have not required pest control since then.
However, I have recently received an invoice that includes charges for services provided after my termination date, specifically [List Specific Charges], totaling [Total Amount]. As I was no longer a customer during this period, I should not be responsible for these non-occupancy charges.
Please update your records to reflect my service termination date and remove any pest control charges assigned to me after that date. If you need any further documentation to process this request, such as proof of my termination, please let me know.
Thank you for your attention to this matter and your prompt resolution of these incorrect charges.
Sincerely,
[Your Name]
[Your Address]
[Your Phone Number]
[Your Email Address]
Letter 10: Incorrect Security System Monitoring Fees
Subject: Dispute of Non-Occupancy Security System Monitoring Fees – [Property Address]
Dear [Security System Company],
I am writing to dispute the non-occupancy security system monitoring fees that have been incorrectly charged to my account for the property located at [Property Address]. I canceled my monitoring services with your company on [Cancellation Date] and have not required these services since then.
Upon reviewing my recent statement, I noticed that I have been charged fees for services provided after my cancellation date, specifically [List Specific Charges], amounting to [Total Amount]. As I was no longer a subscriber during this time, I should not be liable for these non-occupancy charges.
I request that you immediately remove these incorrect security system monitoring fees from my account and ensure that future statements reflect the correct billing period and service status. If there is any additional information or documentation you need to process this request, please inform me.
Thank you for your understanding and prompt resolution of this issue.
Sincerely,
[Your Name]
[Your Address]
[Your Phone Number]
[Your Email Address]
Letter 11: Incorrect Parking Fees
Subject: Removal of Non-Occupancy Parking Fees – [Property Address]
Dear [Parking Management Company],
I am writing to request the removal of non-occupancy parking fees that have been erroneously billed to my account for the property located at [Property Address]. I vacated the premises on [Move-Out Date] and have not required parking services since then.
However, I have recently received a bill that includes charges for parking after my move-out date, specifically [List Specific Charges], totaling [Total Amount]. As I was no longer occupying the property during this period, I should not be responsible for these non-occupancy charges.
Please update your records to reflect my move-out date and remove any parking fees assigned to me after that date. If you need any further documentation to process this request, such as proof of my move-out, please let me know.
Thank you for your attention to this matter and your prompt resolution of these incorrect charges.
Sincerely,
[Your Name]
[Your Address]
[Your Phone Number]
[Your Email Address]
Letter 12: Incorrect Storage Unit Fees
Subject: Dispute of Non-Occupancy Storage Unit Fees – [Storage Facility]
Dear [Storage Facility Management],
I am writing to dispute the non-occupancy storage unit fees that have been incorrectly charged to my account for the unit located at [Storage Facility Address]. I vacated my storage unit on [Vacate Date] and have not been using the facility since then.
Upon reviewing my recent statement, I noticed that I have been charged fees for the period following my vacate date, specifically [List Specific Charges], amounting to [Total Amount]. As I was no longer renting the storage unit during this time, I should not be held liable for these non-occupancy charges.
I request that you immediately remove these incorrect storage unit fees from my account and ensure that future statements reflect the correct billing period and occupancy status. If there is any additional information or documentation you need to process this request, please inform me.
Thank you for your understanding and prompt resolution of this issue.
Sincerely,
[Your Name]
[Your Address]
[Your Phone Number]
[Your Email Address]
Letter 13: Incorrect Cleaning Service Charges
Subject: Removal of Non-Occupancy Cleaning Service Charges – [Property Address]
Dear [Cleaning Service Company],
I am writing to request the removal of non-occupancy cleaning service charges that have been erroneously billed to my account for the property located at [Property Address]. I terminated your services on [Termination Date] and have not required cleaning services since then.
However, I have recently received an invoice that includes charges for services provided after my termination date, specifically [List Specific Charges], totaling [Total Amount]. As I was no longer a customer during this period, I should not be responsible for these non-occupancy charges.
Please update your records to reflect my service termination date and remove any cleaning service charges assigned to me after that date. If you need any further documentation to process this request, such as proof of my termination, please let me know.
Thank you for your attention to this matter and your prompt resolution of these incorrect charges.
Sincerely,
[Your Name]
[Your Address]
[Your Phone Number]
[Your Email Address]
Letter 14: Incorrect Rent Charges After Lease Termination
Subject: Dispute of Non-Occupancy Rent Charges – [Property Address]
Dear [Landlord or Property Management Company],
I am writing to dispute the non-occupancy rent charges that have been incorrectly billed to my account for the property located at [Property Address]. My lease agreement ended on [Lease End Date], and I vacated the premises on that date.
Upon reviewing my recent statement, I noticed that I have been charged rent for the period following my lease termination, specifically [List Specific Charges], amounting to [Total Amount]. As I was no longer a tenant during this time, I should not be liable for these non-occupancy charges.
I request that you immediately remove these incorrect rent charges from my account and ensure that future statements reflect the correct billing period and tenancy status. If there is any additional information or documentation you need to process this request, please inform me.
Thank you for your understanding and prompt resolution of this issue.
Sincerely,
[Your Name]
[Your Address]
[Your Phone Number]
[Your Email Address]
Letter 15: Incorrect Insurance Premiums After Policy Cancellation
Subject: Removal of Non-Occupancy Insurance Premiums – [Property Address]
Dear [Insurance Company],
I am writing to request the removal of non-occupancy insurance premiums that have been erroneously billed to my account for the property located at [Property Address]. I canceled my insurance policy with your company on [Cancellation Date] and have not required coverage since then.
However, I have recently received a bill that includes premiums for the period after my cancellation date, specifically [List Specific Charges], totaling [Total Amount]. As I was no longer insured during this time, I should not be responsible for these non-occupancy charges.
Please update your records to reflect my policy cancellation date and remove any insurance premiums assigned to me after that date. If you need any further documentation to process this request, such as proof of my cancellation, please let me know.
Thank you for your attention to this matter and your prompt resolution of these incorrect charges.
Sincerely,
[Your Name]
[Your Address]
[Your Phone Number]
[Your Email Address]
Conclusion
Being charged for services or fees associated with a property you no longer occupy can be a frustrating and costly experience.
By using these sample letters as a guide and tailoring them to your specific situation, you can effectively communicate your request for the removal of non-occupancy charges and protect your financial interests.
Remember to be clear, concise, and professional in your correspondence, providing all relevant information and supporting documentation to help expedite the resolution process.
By taking a proactive approach and addressing these incorrect charges promptly, you can ensure that you are not unfairly burdened with expenses related to a property you no longer occupy.
When crafting your letter to remove non-occupancy charges, keep the following tips in mind:
- Be specific: Identify the property address, the dates of your occupancy or service, and the exact charges you are disputing.
- Provide supporting documentation: Include copies of your lease agreement, move-out notice, service termination confirmation, or any other relevant documents that support your claim.
- Be polite and professional: While it can be frustrating to deal with incorrect charges, maintain a courteous and professional tone throughout your letter to foster a positive resolution.
- Set a clear expectation: Clearly state your request for the removal of the non-occupancy charges and provide a reasonable timeframe for the company to address the issue.
- Keep records: Make copies of your correspondence and any supporting documents for your records, as this will be helpful if you need to follow up or escalate the matter.
By following these guidelines and using the sample letters provided as a starting point, you can effectively navigate the process of removing non-occupancy charges and protecting your financial well-being.
Remember, you have the right to dispute incorrect charges and seek a fair resolution, so don’t hesitate to advocate for yourself and take action when necessary.