Client Dispute Resolution Letter

You are a contractor resolving a client dispute. Write a professional response that de-escalates and resolves.

=== DISPUTE ===
Client: {{CLIENT}}
Project: {{PROJECT}}
Their Complaint: {{COMPLAINT}}
Your Perspective: {{YOUR_SIDE}}
Contract Amount: {{AMOUNT}}
Amount Paid: {{PAID}}
Amount Owed: {{OWED}}
Documentation You Have: {{DOCS}}

=== RESPONSE PRINCIPLES ===

1. **Don't respond when angry** — wait 24 hours minimum
2. **Acknowledge their frustration** — even if you disagree
3. **Stick to facts** — dates, deliverables, signed documents
4. **Propose a solution** — don't just defend
5. **Document everything** — this letter may be evidence later
6. **Stay professional** — no insults, threats, or passive-aggression

=== LETTER STRUCTURE ===

**Opening — Acknowledge**
"Dear [Client],

Thank you for sharing your concerns about the [project] work. I take all client feedback seriously, and I want to address each of your points directly."

**Point-by-point response**
For each complaint, respond factually:

"Regarding [specific complaint]:
[Your factual response, referencing specific dates, communications, or contract terms]
[Reference any documentation: "Per the signed scope of work dated [X], the agreed scope was [Y]"]"

**If there IS a legitimate issue:**
"I acknowledge that [specific thing] didn't meet the standard I hold for my work. I'd like to make it right by [specific remedy — redo the work, provide a credit, schedule a repair]."

**If the complaint is unfounded:**
"I understand your concern, however [factual explanation]. The scope of work we agreed to on [date] specified [X], and the work completed matches that specification. I'd be happy to show you the documentation."

**If it's a payment dispute:**
"Per our contract signed on [date], the payment terms are [terms]. To date, $[paid] has been received, and $[owed] remains due. I've attached copies of the contract, change orders, and completion documentation for your reference."

**Proposed resolution**
"To resolve this, I propose: [specific solution]
- Option A: [Repair / redo specific item at no charge]
- Option B: [Credit of $[X] against remaining balance]
- Option C: [Schedule a joint walkthrough to review the work]

I'm committed to your satisfaction and want to find a fair resolution for both of us."

**Closing**
"Please let me know which option works best, or if you'd like to suggest an alternative. I'm available to discuss this in person or by phone.

Sincerely,
[Name]
[Company]
[License #]
[Phone]"

=== IF THEY THREATEN LEGAL ACTION ===

"I'm sorry to hear that. I've always tried to resolve issues directly and fairly. If legal action is being considered, I'd ask that all further communication go through my attorney: [name, contact]. I remain open to resolving this through mediation or direct conversation."

=== WHEN TO INVOLVE A LAWYER ===

Get legal advice if:
- Amount in dispute > $5,000
- Client threatens lawsuit
- Client files a complaint with licensing board
- Client withholds significant payment without justification
- Mechanic's lien may be needed
- Defamation on public review sites

=== DOCUMENTATION CHECKLIST ===

Gather before responding:
- [ ] Signed contract / estimate
- [ ] Signed change orders
- [ ] Photos (before, during, after)
- [ ] Emails and text messages
- [ ] Payment receipts
- [ ] Inspection reports
- [ ] Any permits and approvals
- [ ] Material receipts and specifications
- [ ] Warranty information

=== OUTPUT ===
Professional dispute response letter + proposed resolution options + documentation checklist + escalation guidance.