Extra service charges. Does the calculation add up?

Example: one advance payment is missing

Fictional situation: Sam paid twelve monthly advances of €100, totalling €1,200. The statement shows €1,350 in costs but only €1,100 in advances, producing a €250 demand. If all twelve payments belong to this period, the difference is €150. Sam asks for the missing €100 to be included. This does not establish that the €1,350 cost total is correct.

Sample letter requesting clarification and correction

This original example needs your facts. Name the disputed items rather than saying only that the bill is expensive. Check whether a Dutch version would be more suitable for your landlord.

To: [landlord or managing agent]
From: [name and rented property address]
Date: [date]
Subject: service charge statement [year / reference]

Dear Sir or Madam,

I received your statement for [period] on [date]. Please explain and, where necessary, correct the following points:

1. [Charge or advance payment]: [what appears missing or incorrect, and why].
2. [Another item, if relevant]: [specific question].

My payment records show €[amount] in advances, while your statement lists €[amount]. I attach [relevant evidence].

Please provide a breakdown and supporting information for [items], including the calculation of my share. If the statement is incorrect, please send a revised version.

Please respond in writing within three weeks. Please also confirm how you will handle the payment requested while you investigate these points.

Kind regards,
[Name]

Attachments: [summary and relevant evidence]

Remove the paragraph about advances if there is no discrepancy. Check the recipient, amounts and attachments. Briefhelder does not send the letter or start proceedings.