Trayectos HAZMAT Business · Topic 4 of 6 · Finance

Billing & Claims

Professional finance and billing coordination for hazardous materials - invoicing, insurance claims, surcharge negotiation, and dispute resolution.

Level B1-B25 dialoguesScript practiceAmerican idioms

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    Writing task: Billing & Claims Resolution Email

    Write a professional email resolving a billing dispute and explaining a claim. Include: subject line, greeting, explanation of charges, claim status, updated invoice details, and closing.

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    Subject: Updated Invoice & Claim Status - Invoice #4521

    Dear David,

    Thank you for your patience as we worked through the billing and damage claim on your shipment.

    Regarding Invoice #4521, I want to clarify the charges:
    - The hazmat handling fee is itemized on page two. This fee applies to all Class 3 shipments.
    - For the damaged drums, we have opened a claim with our insurance provider. Grace confirmed the damage occurred in transit, which is fully covered.

    I have attached an updated invoice with the damaged portion adjusted. The claim will be closed once the insurance process is complete.

    Please let me know if you have any questions.

    Best regards,
    Elena
    Gulf Coast Hazmat Carriers · Finance
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      1

      I'm sorry to hear that. Can you walk me through what happened?

      2

      Of course. Thanks for your patience. We'll get this fully resolved.

      3

      Understood. I'll open a claim right away. Do you have photos?

      4

      Of course, happy to walk through any invoice in detail.

      5

      Hi, David, I'm following up on Invoice #4521. Just want to confirm you received it.

      6

      Perfect. And this covers the full shipment, including the hazmat surcharge?

      7

      Elena, I need to report some damage on the last shipment.

      8

      Yes. I'll send them over today.

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