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An amended invoice email is a revised invoice that is sent to a customer. It is typically used to correct an error in the original invoice, such as an incorrect quantity, price, or tax calculation. Amended invoices can also be used to add or remove items from the original order.
The Best Structure for an Amended Invoice Email
When sending an amended invoice, it’s essential to ensure that your recipient understands the changes and why they’re necessary. A well-structured email will help you convey this information clearly and professionally.
Subject Line
- Keep it concise and informative, summarizing the purpose of the email, e.g., “Amended Invoice #[Invoice Number].”
Body
1. Introduction
Begin with a polite greeting, such as “Dear [Recipient Name],” and a brief explanation of the need for the amended invoice, e.g., “This email is to provide an amended invoice for #[Invoice Number].”
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2. Changes Summary
State the specific changes that have been made to the invoice. If the changes are minor, list them in bullet points:
- Updated line item quantity
- Corrected unit price
For more complex changes, consider using a table to provide a clear overview:
| Original | Amended |
|---|---|
| Line Item A: 10 units @ $10/unit | Line Item A: 12 units @ $12/unit |
| Line Item B: Removed | Line Item B: N/A |
3. Reason for Changes
Explain why the changes were necessary, e.g., “The original invoice contained an error in the quantity of Line Item A.” Avoid blaming or accusing.
4. Apology (Optional)
If the amended invoice is due to an error on your part, a brief apology can be appropriate:
“We sincerely apologize for the mistake and appreciate your understanding.”
5. Next Steps
Inform the recipient what actions they should take, e.g., “Please update your records and remit the revised invoice amount.”
6. Contact Information
Provide your contact information in case the recipient has any questions or concerns.
7 Sample Amended Invoice Emails
Invoice Amendment Request Due to Payment Split
Dear [Client Name],
I hope this email finds you well.
I am writing to request an amended invoice for invoice number [invoice number]. We understand that you would like to split the payment into two separate invoices, one for [amount 1] and one for [amount 2].
Attached is an amended invoice reflecting the split. Please confirm the updated invoice and payment details.
Thank you for your understanding.
Sincerely,
[Your Name]
Invoice Amendment for Corrected Services
Dear [Client Name],
I hope this email reaches you well.
I am writing to inform you that we have made an error on our invoice number [invoice number]. The original invoice stated that we provided [incorrect services], but we actually completed [correct services].
Attached is an amended invoice that reflects the correct services provided.
We apologize for any inconvenience this may have caused.
Thank you for your understanding.
Sincerely,
[Your Name]
Invoice Amendment for Product Replacement
Dear [Client Name],
I hope this email finds you in good spirits.
I am writing to request an amended invoice for invoice number [invoice number]. We regret to inform you that there was an issue with the products delivered and we had to send replacements.
Attached is an amended invoice that reflects the replacement products and the new total amount.
We apologize for the inconvenience and appreciate your understanding.
Sincerely,
[Your Name]
Invoice Amendment for Tax Correction
Dear [Client Name],
I hope this email finds you well.
I am writing to inform you that we have made a mistake on our invoice number [invoice number]. The original invoice included an incorrect tax amount.
Attached is an amended invoice that reflects the correct tax amount.
We apologize for any inconvenience this may have caused and appreciate your understanding.
Sincerely,
[Your Name]
Invoice Amendment for Discount Adjustment
Dear [Client Name],
I hope this email reaches you in good health.
As a token of our appreciation for your continued business, we are pleased to offer a discount on your recent purchase.
Attached is an amended invoice that reflects the discount adjustment.
We value your partnership and look forward to a long-lasting relationship.
Sincerely,
[Your Name]
Invoice Amendment for Incorrect Quantity
Dear [Client Name],
I hope this email finds you in good spirits.
I am writing to request an amended invoice for invoice number [invoice number]. We have recently discovered that the original invoice stated an incorrect quantity of [product name].
Attached is an amended invoice that reflects the correct quantity. We apologize for any inconvenience or confusion this may have caused.
Thank you for your understanding.
Sincerely,
[Your Name]
Invoice Amendment for Payment Correction
Dear [Client Name],
I hope this email finds you well.
I am writing to request an amended invoice for invoice number [invoice number]. We have noticed that the original invoice does not accurately reflect the payments received.
Attached is an amended invoice that includes the correct payment details.
Thank you for your attention to this matter.
Sincerely,
[Your Name]
What is an Amended Invoice Email?
An amended invoice email is a message sent by a seller to a buyer that modifies or corrects a previously issued invoice. The purpose of an amended invoice is to adjust an existing invoice, such as to fix an error, add additional charges, or provide a discount.
Subject: Amended Invoice for Invoice Number [Invoice Number]
Body:
Dear [Buyer Name],
Please accept this amended invoice for invoice number [Invoice Number]. This invoice has been amended to [state the reason for the amendment, such as "correct a billing error" or "add additional charges"].
Amended Invoice Details:
- Invoice Number: [Original Invoice Number]
- Amendment Date: [Date of Amendment]
- Reason for Amendment: [Reason for Amendment]
- Changes: [List of changes made to the invoice, such as "Corrected total amount" or "Added additional line item"]
Payment:
Please disregard the original invoice and remit payment according to the updated invoice attached to this email.
Thank you for your understanding.
Sincerely,
[Seller Name]
What are the Different Types of Amended Invoice Emails?
There are several different types of amended invoice emails, including:
- Error Corrections: To fix an error on the original invoice, such as an incorrect amount or quantity.
- Additional Charges: To add additional charges to the original invoice, such as for additional services or shipping costs.
- Discounts: To provide a discount to the buyer, such as for a bulk order or early payment.
- Payment Adjustments: To adjust the payment terms or amount due, such as to extend the payment deadline or reduce the total balance.
What Should an Amended Invoice Email Include?
An amended invoice email should include the following information:
- Subject line: Clearly state that the email contains an amended invoice.
- Body: Provide a brief explanation of the reason for the amendment and list the specific changes made to the invoice.
- Attached Invoice: Include a copy of the amended invoice as an attachment to the email.
- Contact Information: Include the sender’s contact information in case the buyer has any questions.
This just about covers the basics of this topic! Thanks for reading, and I hope this was able to illuminate you on the subject of amended invoice emails. If you’ve got more questions, feel free to check my other articles below. See you next time!