Welcome to Midigator's DisputeFlow user tutorials. In this guide, we will explain the cover letter section.
Let’s start with a basic question: what is a cover letter?
A cover letter is a letter sent with, and explaining the contents of, another document.
For example, a cover letter is often sent with a resume or job application. It gives an overview of why the applicant would be a good fit for the position, and the claims are supported with evidence in the attached resume.
The cover letter for your dispute response serves a similar purpose.
Your dispute response consists of several different pieces of compelling evidence. Your cover letter should give a brief overview of that evidence, point out particularly important elements, and formally state what you are hoping to achieve — which is, overturning the dispute.
Now that we know what a cover letter is, let’s talk about how to actually write it. We’ll break down our tips and suggestions into six topics:
First, let’s talk about the structure of your letter.
We suggest you lay out your content in a traditional letter format.
Use a generic greeting or salutation — like “Dear Sir or Madam” or “To whom it may concern”.
Add the body of your letter.
Then follow it with a closing — like “Sincerely” or “Thank you for your time”.
Note that DisputeFlow automatically includes the dispute case ID and relevant case information at the top of your cover letter.
Next, let’s think about the actual content you want to include in your cover letter.
You’ll want to start by providing a brief description of your business or company. This can be a simple statement that sets the foundation for the type of goods being sold and the environment they are purchased.
Let the DisputeFlow builder be a guide for the rest of your cover letter. Think of the different sections and the information they share. Then, give a simple, concise overview of each: the types of goods or services you sell, how you sell them, your return or cancellation policy, your customer satisfaction strategy, etc.
Next, customize your content.
Take a look at the DisputeFlow editor. You have the option to include data tokens in the content. These tokens will insert dispute-specific details into your cover letter, making it easy to customize your message.
One token, in particular, is very helpful: the smart response token.
The smart response token automatically generates a concise overview of the most compelling evidence in your dispute response. This makes it easy to state your purpose with information to support your argument.
Next, format the rest of your letter.
Use the DisputeFlow text editor to improve the readability of your letter. You can use things like bullets or numbered lists to increase scannability. Bold or italics can emphasize important parts.
Next, review your content to make sure it is polite, specific and accurate.
Several people will be reading your cover letter, so remember to be professional.
Also, remember the outcome — whether you win or lose — is based on how well you present your argument. If no one can understand what you are trying to say, you’ll have a hard time winning! Check for spelling errors, typos, run-on sentences, grammar mistakes — basically, anything that could confuse your message.
6. FUTURE USE
Lastly, save your work.
Unfortunately, you’ll probably receive a few more disputes just like this one in the future. Rather than write a new cover letter every single time, save your work so you can use it again.
When you've finished your cover letter, click “Save as new section” in the actions menu.
The next time you enter the builder, you can click “Load saved section” and choose the cover letter you want to use.
We have a user guide that explains saved sections in greater detail. Be sure to check that out.
If you have any questions, please use the chat feature in Midigator to contact our team. You can also check the other DisputeFlow tutorials in the help center.
If you don't have access to DisputeFlow and want to know why, read this article.