Sample letter
Letter update:
Subject: Formal Dispute of Renewal and Billing – Maplewood Online LLC
Dear [INAP/HorizonIQ Representative Name],
I am writing to formally dispute and reject your claim that our server agreement was renewed or extended beyond its original term, which commenced on October 11, 2021. No renewal, amendment, or new contract was ever executed by me or by anyone authorized to act on behalf of Maplewood Online LLC.
No Renewal or Valid Agreement
Discussions regarding a potential server upgrade in early 2024 were exploratory only. They never resulted in a signed or binding agreement. Your own internal procedures explicitly state:
“Once DocuSign is executed, Josh will book the order into the system and create the setup ticket for the new server.”
No DocuSign agreement was ever executed or returned. At no time did I authorize or approve a renewal or an upgrade contract.
Clear Record of Non-Commitment in 2023
Your team’s own correspondence throughout 2023 confirms that no renewal was accepted:
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I explicitly indicated that I was exploring other hosting options due to financial concerns and ongoing performance issues (July 2023).
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I raised concerns about your company’s bankruptcy and reliability (July 2023).
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I never accepted any renewal or upgrade proposal.
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In October 2023, your representative, Ernest Ricks, acknowledged the matter was dormant, writing:
“This will be my last note… I have to leave the ball in your court.”
These facts confirm there was no assent, no offer accepted, and no continuation of the prior contract.
Failure of Service and Impossibility of Renewal
When your company later provided a replacement server, it was unable to run the scripts that operated on the prior server. Your team’s only suggested solution was for me to hire an ex-INAP employee at a cost of $5,000–$15,000 to make my site work again.
This demonstrates a fundamental failure of performance. The services rendered were nonfunctional and the promised upgrade was not technically feasible. Under such circumstances, an automatic renewal cannot occur — a contract cannot be renewed when the essential service is inoperational and the provider cannot deliver the contracted functionality.
In legal terms, there was no meeting of the minds, no usable service, and thus no enforceable renewal under any implied or automatic provision.
Improper Third-Party Contact
Your collection representatives have contacted my wife, who has no connection whatsoever to Maplewood Online LLC. This is wholly inappropriate and constitutes harassment of a third party. You are hereby formally instructed to cease and desist immediately from any further contact with her. Her name, phone number, and any related data must be removed from your records at once.
All future correspondence regarding this matter shall be directed solely to me, in writing, at the contact information provided below.
Formal Demands
Given that:
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No renewal agreement was ever executed;
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Your own documentation requires a signed DocuSign to create a valid order;
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The new server failed to function and the upgrade was technically impossible; and
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Your staff acknowledged the matter was inactive and left unresolved;
it is legally indefensible to assert that any automatic renewal occurred or that early termination fees are owed.
Accordingly, I demand:
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Written confirmation that the account is closed and not subject to any automatic renewal.
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Immediate withdrawal and cancellation of all invoices and fees related to any alleged renewal.
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Closure of any remaining billing under the original term ending October 2024.
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Immediate cessation of all contact with my wife and removal of her information from your databases.
I can provide complete documentation of all email correspondence, support tickets, and performance issues supporting this dispute.
Please confirm receipt of this letter and compliance with the above within seven (7) business days.
I reserve all rights and remedies available to me under applicable law, including claims for damages and violations of debt collection statutes.
Sincerely,
Jamie Ross
Maplewood Online LLC
Subject: Dispute of Renewal and Billing – Maplewood Online LLC
Dear [INAP or HorizonIQ Representative Name],
Thank you for your follow-up regarding the status of our service contract. I am writing to formally dispute the claim that our server agreement was renewed or extended beyond its original term, which commenced on October 11, 2021.
No Renewal or Agreement Executed
There was no execution of a renewal or new contract by me or anyone acting on behalf of Maplewood Online LLC. While discussions took place regarding a possible server upgrade—particularly in response to performance issues and support tickets filed in January and February 2024—these discussions did not result in any signed agreement.
In fact, the documented email sent by Josh in February 2024 stated:
No such Docusign agreement was ever signed or returned. I never authorized or approved any renewal, nor was a new server provisioned.
Clear Pattern of Non-Commitment in 2023
Throughout 2023, your team followed up multiple times regarding a new contract and server migration. My responses made it clear that:
I was exploring other options due to financial concerns and platform performance (July 2023).
I expressed concern about your company’s bankruptcy and was weighing next steps (also July).
I never confirmed acceptance of any renewal or upgrade offer.
By October 2023, your own representative (Ernest Ricks) acknowledged that I had not responded and wrote:
Contractual and Practical Implications
Given that:
No renewal was executed;
Your own documentation outlines Docusign as a required step for new agreements;
I did not approve or use a new server;
And your team acknowledged that the initiative stalled with no further action from my end;
…it is not reasonable to assert that an automatic renewal has occurred, nor that early termination fees would be applicable.
Request
I request the following:
Immediate confirmation that the account is closed and not subject to auto-renewal.
Waiver of any invoices or early termination fees related to a supposed renewal.
Closure of any remaining billing under the original term ending October 2024.
If needed, I am happy to provide supporting documentation of our email exchanges and ticket history to reinforce this position.
Thank you for your time and understanding. I look forward to resolving this matter amicably.
Sincerely,
Jamie Ross