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How to write invoice letter

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How to write invoice letter
July 14, 2019 1st Anniversary Wishes 2 comments

An invoice is a notice you send to customers or clients to notify them that payment is due for services you have performed. Explore this Article Sample Invoices Creating a Header Including .. Write a Late Payment Letter.

Corporations, companies, and even small-scale businesses use sales invoices in their regular transactions. There are, however, exceptional circumstances during business dealings that require a salesperson or business owner to draft a sales invoice letter to support the request for payment in sales invoices.

That is why if you are distraught by a customer who fails to pay his bills on time, or you merely want to clarify some parts of your business transaction to your client, then you most certainly would benefit from drafting sales invoice letters that are formal, to the point, and apt for its purpose. In order to guide you in you letter writing, we offer you a collection of Invoice Samples for you to peruse according to your needs. Freely scroll down below and download the letter that suits you.

Sample Invoice Letter in PDF

Overdue Invoice Letter

Example of Invoice Letter

Request for Invoice Letter Sample

Sales Invoice Letter

A sales invoice letter is a letter that a business or salesman gives toward a client or customer together with, prior to, or after, the issuance of the sales invoice.

For sake of brevity, there are two main types of sales invoice letters and those are

  • invoice cover letter and
  • invoice reminder letter.

Invoice Cover Letter

Businesses usually include an invoice cover letter in their sales invoice when the business transaction involved is rife with complexities. For sake of clarity, a sales invoice is a document that contains an enumeration of the products or services that the customer availed. It is also accompanied by payment details such as credit or debit options, amount added from tax, and of course, the price of the services or goods. That is why a cover letter is only necessary in specific circumstances, and most of the time, the purposes for including such cover letter are

  • when there are specific details in the business transaction that cannot be contained in a small and standardized format of a sales invoice and
  • when the business owner or sales person wants to solidify the bond between him and a certain client by adding a personal touch to their business relationship through a formal request cover letter.

 

For future reference in your business dealings, you might also want to check out our Consulting Invoice Samples.

Invoice Rejection Letter

Non-Payment of Invoice Letter

Invoice Cover Letter in Doc

Invoice Reminder Letter

Proforma Invoice Letter

Invoice Letter to Vendor

Invoice Reminder Letter

An invoice reminder letter or an overdue bill reminder letter is a letter that denotes the outstanding bill of a particular customer. This is usually sent when a customer has failed to make his or her payment on or before the time the bill is overdue. Logically, the invoice reminder letter is sent days or weeks after the first sales invoice has been sent to the customer.

This letter usually follows the following format:

  • A formal opening.
  • A clear statement of the letter’s intent, which is to notify the customer of his or her overdue balance.
  • A specific enumeration of the product/s or service/s that the notice pertains to and their corresponding prices. In this part, you may also include the date and specific time that the customer purchased the product or availed the service. This encourages transparency in your dealings and your customer cannot deny your claim.
  • A respectful statement that states how much you understand that such occurrence must have been a mere oversight on the part of your customer and that it is perfectly normal to forget sometimes.
  • A repetition of your request for your customer to make good with his end of the business transaction.
  • A respectful closing.

 

In relation to all these, you may be interested in checking out more samples from our collection of Printable Invoice Samples. Click on the link provided.

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Download and use our sample customer engagement letter; Find out all the details to include in an invoice; Get some tips for invoicing to.

6+ Overdue Invoice Letters

how to write invoice letter

7 Min. Read

Small businesses need to be paid on time to maintain cash flow. It’s important to find ways to get paid faster. Entrepreneur recommends being clear about payment schedules and costs from the beginning. Good communication sets client expectations and helps get payments to you faster.

One way to do this is to include a winning invoice letter with your invoice. A good invoice letter sets a professional but friendly tone that establishes when payment is due and who to address with any questions.

The format of an invoice letter should be that of a standard business letter. In this article, we’ll walk you through the steps to write one.

Need an invoice template? FreshBooks has free downloadable invoice templates for small businesses to make invoicing even easier.

In this article, we’ll cover:

1. Get a Template

To write an invoice letter for payment, you can use a blank document. Or you can download a business letter template. MS Office has a simple free template you can download for Word.

Open whatever word processing software you prefer and open either your template or create a new blank document.

2. Insert Your Address

Skip this step by printing your invoice on company letterhead.

If you don’t have letterhead, write your name or company name and your full address (street address, city, state and zip code) at the top of the letter. Align the text to the left.

Standard address format:

Name
Company
Street Address
City State Zip Code

For example:

Jenna Michaels
Hollywood Groomers
64 Sunnyside Road Ste 400
Beverly Hills CA 90201

This convention follows U.S. Postal Service guidelines. Please note there are no punctuation and one space between each word or number, except where there is two spaces between the state and zip code.

3. Add the Date

Add either the date the invoice was written or completed if you wrote the letter over a number of days.

Use American date format: month, day, year.

  • For example: January 1, 2019.

Write the date one line below your address. If your address is left justified, the date should also be on the left. If you’re using letterhead, center the date, says the Purdue University Online Writing Lab.

4. Include the Recipient Address

Add the recipient’s address below the date. Include the recipient’s name, title, company and address. Make sure you include the street address, city, state and zip code. It should be left justified and one line below the date.

It’s best to include a specific name here. Entrepreneur recommends that you double check who you’re supposed to send your invoice to. This is especially critical at larger companies where you may need to send your invoice directly to the finance department or a third party hired to handle payments.

Contact your client to discuss who will be making the payment, who your invoice should be addressed to and who, if anyone, you should copy on the invoice. Address the invoice letter to the primary person making the payment.

Personal Titles

When adding a contact name, you may be wondering what title to use. Standard personal titles are Mr., Ms., Mrs. and Dr.

Women can be addressed as Miss, Mrs., or Ms. When in doubt, use Ms.

5. Add a Salutation

Now it’s time to open the letter. Use the same name and personal title as included in the recipient address. Include a salutation under the recipient address.

If you know the recipient well, you can use their first name only. If not, use their personal title and last name. Add a colon at the end.

For example:

  • Dear Anne:
  • Dear Ms. Smith:

Not sure of the recipient’s gender? It’s okay to include their full name instead, such as:

6. Write the Body of the Letter

Single space your letter and left justify your paragraphs. You don’t need to use a first-line indent. Include a blank line between each paragraph.

In terms of the content, the writing should be as clear and concise as possible.

First, include a friendly opening. Here’s a sample:

Then, get right to the point:

  • Please find attached invoice [number] for [project name].
  • Your order of [order details] has been shipped. Please find attached an invoice for these items.
  • Please find attached an invoice for [insert amount].

Now add some payment details, such as:

  • A reminder of my payment terms: payment is due on January 20, 2019. There’s a 5 percent discount if you submit payment in 15 days.
  • Please send payment via check or direct deposit.
  • Please note we charge a late fee of 5 percent per week.

It’s best to list the right contact in case they have any questions:

  • If you have any questions about your invoice, please contact [name] at [contact details].
  • I’ll be back in the office next week if you have any questions or concerns.
  • For project matters, please contact [name] at [contact details]. For billing concerns, please contact [name] at [contact details].

Now add a friendly line:

  • Thank you for your business.
  • It’s been a pleasure working with you.
  • I look forward to continuing to work with you in the future.
  • Please let me know if we can help you again in any way.
  • We appreciate the opportunity to do business with you.

And finally:

  • Please confirm that this invoice has been received.

7. Write the Closing

The closing is one line after the last line of the body. Only the first word should be capitalized and a comma should be added at the end. If a signature is being added, include four blank lines between the sign off and your name.

For example:

Thank you,

Jenna Michaels

8. Mention Attachments

Attachments, in this case your invoice, are also called enclosures. Write “Enclosures” four lines below your closing. You can either simply add the number of attachments or list them by name.

For example:

  • Enclosures: 3
  • Enclosures: Invoice 001, Preliminary Drawings, 3D Model

Your invoice letter is now almost ready to go. Before sending it, be sure to proofread it thoroughly for spelling or grammar mistakes.

People also ask:

How to Write a Cover Letter for an Invoice

A cover letter for an invoice is essentially an invoice letter. Follow the steps above to write a professional business letter.

Here are some additional tips to writing a cover letter, according to the University of Wisconsin-Madison:

  • It should be one page only
  • Tailor your cover letter to the client. Address specific project details and timelines. Mention any further invoices to come.
  • Avoid jargon. Use the active voice and short sentences. Be clear. Convey respect for the client and professionalism.
  • Focus on the aim of your letter: to get paid. Include the reason for the invoice and the total due in the first paragraph of the body of the letter. Always include contact information so a client can address any concerns about the invoice immediately.
  • Each paragraph of the body should be focused around a single point
  • Proofread your work. Ask a trusted colleague or friend to do this.

This article has tips on how to write an invoice for freelance work or as a small business plus invoice wording examples.

How to Write an Invoice Email

Here’s how to write an email with an invoice attached. Emails are often much less formal than business letters but they should still be professional and well-written.

Here’s an example:

Hi [insert client name],

Please find attached an invoice for [insert project name].

Thanks for your business. If you have any questions about your invoice, please contact [name] at [contact details].

Best,

[insert your name]

This article covers exactly how to send an invoice via email.

WATCH THE VIDEO ON THEME: How to Create an Invoice Template in Excel!
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Assignment Point - Solution for Best Assignment Paper

how to write invoice letter

In this invoice template sample, the remittance slip mainly comprises 6 lines - one text line that says "Please return the portion below with your payment", and the other lines that retrieves its content from the invoice itself, including invoice#, customer# and customer name, invoicing date, invoice total to pay, amount enclosed (which is filled manually by the payers if they are not paying the whole amount). Between the remittance slip and the main invoice, there is a scissors cutting line, which is an image named "oknWidget_cuttingline". As detailed in the sample invoice template Simple Sample - Using Shape Object, if you want an image object or shape object to be included when the invoice is extracted, the object must be named with the prefix "oknWidget_". This rule applies to the default logo image too, which is usually named "oknWidget_logo" on most templates available here on InvoicingTemplate.com. All the objects without this name prefix, such as the "Customers", "Products", "Invocies" and "Payments" command buttons, are removed when the invoice is extracted.

All you need to do to rectify the situation is write a corrected invoice to your customer! To do this, you need to know what information is crucial.

Apologize For an Invoice or Billing Error

how to write invoice letter

Sample Letter #1

Copied!

Thank you for pointing out the error in the supplies invoice. It appears that a typist transposed two numbers. I am canceling that invoice and am sending you a new one with the correct amount. Don't worry about sending payment until you receive the corrected invoice. Thank you for your patience and understanding.

Sample Letter #2

Copied!

After you informed us of an error on your January bill, we investigated the matter and admit the mistake was ours. Until our new automated system is online, we are still subject to the frailties of human error. Rest assured that your account has been credited as you will see on your next bill. Thank you for your help in rectifying this matter. We apologize and look forward to serving you in the future.

Sample Letter #3

Copied!

We have checked our deposit records and have indeed found that you are correct in assuming that one of your deposits was erroneously deposited into another person's account. Because our computers were down the day you made the deposit, all of our work had to be hand written, increasing the chance for an oversight. We have made the adjustment and apologize for any inconvenience this error has caused.

Sample Letter #4

Copied!

Please accept our sincere apologies for the recent error in your electric bill. The meter reader recorded the wrong numbers during his monthly visit to your home. Your meter has been reread and a corrected statement is enclosed; please pay the balance due by the 25th. We are sorry for any inconvenience this may have caused you.

Sample Letter #5

Copied!

Thank you for pointing out the error in your February electricity bill. We sent someone out to double-check the meter reading and you were perfectly right. The first reading was incorrect. The amount you should have been billed was $128.79. Please send your check for that amount along with the original bill. There is no need to explain the discrepancy as our records have already been corrected.

I apologize for the inconvenience our error has caused you.

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Related Resources

Guide to Write This Letter ❯
WATCH THE VIDEO ON THEME: Creative & Practical Writing Tips : How to Write an Invoice

Overdue invoice letters can be very tricky to write. You have to mind the language and choose your words very carefully. You can't be too lenient as that might.

how to write invoice letter
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