Deduction dispute letter template
A dispute that wins answers four questions in a few lines: which deduction, why it is wrong, what proves it, and what you are asking for. Most buyers don't want a letter by post. You paste this text into their portal (UNFI Dispute Center, ePASS, K-Solve, APDP, EIPP or Vendor Central) and attach the proof. Copy the template, fill in the brackets, and keep one dispute per deduction line.
The template
Subject: Dispute of deduction [deduction / claim number], [check or remittance number], $[amount] We dispute deduction [number] dated [deduction date], taken on [check / remittance number] against invoice [invoice] / PO [PO], for $[amount], coded [code and description]. Why it is invalid: [one sentence: e.g. "all 45 cases on PO [PO] were delivered and signed for", "the charged rate is [x]% but the signed deal sheet [auth number] sets [y]%", "this promotion was already billed on deduction [number]", "no authorization exists for this MCB line"]. Proof attached: [signed POD / BOL, ASN, appointment confirmation, signed deal sheet or promo authorization, the earlier deduction, the remittance line]. Request: repayment of $[amount] [or of the difference, $x]. Please reply with the case number and the decision. [Name], [title], [company], [supplier / vendor number], [email].
Rules that keep disputes from bouncing
- One deduction per dispute. Bundling lines makes the reviewer reject everything for one weak line. Walmart is the exception: APDP expects some codes to be filed together (13 with 21/22/24; 94 with 44/60), and Mass Dispute Creation covers codes 13, 21, 22, 24, 25, 28, 30 and 87.
- Quote the buyer's numbers exactly: deduction number, PO, invoice and code, exactly as they appear on the remittance or the backup.
- Attach proof, not opinions. A signed POD beats a paragraph of explanation.
- Ask for a specific amount. If only the rate is wrong, ask for the difference, not the full deduction.
- Don't dispute what you agreed to. Terms discounts, agreed allowances and listed fees are valid unless the rate or the math is wrong.
Where to send it, and by when
| Buyer | Where you file | Window |
|---|---|---|
| UNFI Natural | Dispute Center in myUNFI. One appeal, only with new information. Cash terms, short pays and post-audit claims go by email | 12 months from the deduction date (UNFI suggests 60 days) |
| UNFI Conventional | ePASS on SV Harbor ("open a PASS"), include the deduction code, backup up to 5 MB | 12 months (60 days suggested) |
| KeHE | K-Solve in KeHE CONNECT. For receiving shortages, answer the UDR within 48 hours | 180 days, then the objection is waived |
| Walmart (AP) | APDP in Retail Link. Some codes only through a buyer payback | Up to 2 years from the claim date; treat shortages as 12 months |
| Walmart OTIF (code 99) | EIPP / HighRadius, not APDP | Act as soon as the fine posts |
| Amazon Vendor | Vendor Central, line by line | 2 years for shortages and price claims (not during the 35-day matching period); about 30 days for operational chargebacks |
Full detail, with sources: deduction dispute deadlines.
Get one letter per line, pre-filled
Drop a remittance into Deduction Decoder. The free preview shows which lines look disputable and how many deadlines fall inside 30 days. A license fills this template for every flagged line, with the right code, amount, channel and deadline, plus an .ics calendar and a PDF summary. Your file stays in your browser. No file? Try the sample remittance.
Sources: SPS Commerce (UNFI Dispute Center; how conventional suppliers dispute UNFI deductions); KeHE Supplier Policies & Procedures, 1 Nov 2025, s.4.4; SupplyPike, ["What can I dispute in APDP?"](https://help.supplypike.com/en/articles/3449561-what-can-i-dispute-in-apdp); SPS Commerce, ["How to dispute Walmart OTIF chargebacks"](https://www.spscommerce.com/community/articles/how-to-dispute-walmart-otif-chargebacks); SupplyPike, "Amazon disputing best practices". This template is a writing aid, not legal advice. Deduction Decoder does not contact buyers or file for you.