Source www.pdffiller.com
Invoices play an integral role in business transactions. The accuracy of these invoices is crucial, however, mistakes can occur. When an invoice requires modifications, a revised invoice is issued. Crafting a clear and concise email is essential for transmitting this revised invoice effectively. This article will guide you on writing an email for a revised invoice, covering essential elements such as the subject line, the body of the email, incorporating any necessary attachments, and the call to action.
Crafting an Effective Revised Invoice Email
Dear Valued Customer,
Also Read
We hope this email finds you well. We’re writing to inform you that we have revised the invoice for your recent purchase. We have made the following changes:
- Corrected an error in the quantity ordered.
- Adjusted the unit price to reflect the current market rate.
- Included a handling fee for special packaging.
Please find the revised invoice attached for your reference. We apologize for any inconvenience this may have caused.
Key Elements of a Revised Invoice Email
To ensure clarity and professionalism, these are the key elements to include in a revised invoice email:
- Clear Subject Line: Indicate that the email contains a revised invoice, e.g., "Revised Invoice for Order [Order Number]."
- Salutation: Address the recipient by name.
- Reason for Revision: Briefly explain the reason(s) for the invoice revision, e.g., "We revised the invoice to correct a quantity error."
- Specific Changes: List the specific changes made to the invoice, including the item, quantity, unit price, or any other relevant information.
- Revised Invoice Attachment: Attach the revised invoice in a PDF or Excel format.
- Apology: Express regret for any inconvenience caused by the invoice revision.
- Call to Action: If necessary, include a clear call to action, e.g., "Please remit payment as soon as possible."
Table of Invoice Revision Types
Invoice revisions may fall into the following categories:
| Revision Type | Reason(s) |
|---|---|
| Minor Revision | Typographical errors, quantity adjustments |
| Moderate Revision | Changes in unit price, item descriptions |
| Major Revision | Significant changes in order details, payment terms |
Format and Style
Keep your revised invoice email concise, professional, and easy to read. Use clear language and avoid jargon or technical terms. Consider using a bulleted list to highlight the specific changes made to the invoice.
Revised Invoice Email Templates
Billing Error
Hi [Recipient Name],
We hope this email finds you well.
We are writing to let you know that we have revised Invoice #[Invoice Number] due to a billing error.
The original invoice had an incorrect amount of [describe error], which has now been corrected.
The updated invoice is attached for your reference. We apologize for any inconvenience this may have caused.
Additional Charges
Hi [Recipient Name],
We hope this email finds you well.
We have reviewed Invoice #[Invoice Number] and have added some additional charges.
The new charges include:
- [Charge 1]
- [Charge 2]
- [Charge 3]
The updated invoice with the additional charges is attached.
We understand that you may have questions about the revised invoice. Please do not hesitate to contact us.
Discount Applied
Hi [Recipient Name],
We hope this email finds you well.
We have revised Invoice #[Invoice Number] to apply a discount.
Due to [reason for discount], we have applied a [percentage or amount] discount to your invoice.
The updated invoice with the discount is attached for your reference.
We hope this discount helps you with your project.
Payment Plan
Hi [Recipient Name],
We hope this email finds you well.
We have revised Invoice #[Invoice Number] to create a payment plan for you.
The original invoice required the full amount upfront, but we understand that this may be difficult for you.
The new payment plan allows you to break up your payment into [number] installments.
The updated invoice with the payment plan is attached for your reference.
Tax Adjustment
Hi [Recipient Name],
We hope this email finds you well.
We have revised Invoice #[Invoice Number] to correct a tax adjustment.
The original invoice had an incorrect tax rate, which has now been corrected.
The updated invoice with the corrected tax rate is attached for your reference.
We apologize for any inconvenience this may have caused.
Refund
Hi [Recipient Name],
We hope this email finds you well.
We have revised Invoice #[Invoice Number] to issue a refund.
Due to [reason for refund], we are issuing a refund of [amount] to you.
The updated invoice with the refund is attached for your reference.
We apologize for any inconvenience this may have caused.
Change of Address
Hi [Recipient Name],
We hope this email finds you well.
We have revised Invoice #[Invoice Number] to update your address.
The new address is:
[New Address]
Please note that all future invoices will be sent to the new address.
Thank you for your understanding.
How to Write an Email for a Revised Invoice
Q: What are the key elements that a revised invoice email should include?
A: A revised invoice email should contain the following key elements:
- Clear subject line indicating that the invoice is revised
- Body of the email explaining the reason for the revision
- Attachment of the revised invoice
- Polite and professional tone
Other Questions
Q: How do I request a revised invoice after receiving an incorrect one?
A: To request a revised invoice after receiving an incorrect one, you should send an email to the supplier following these steps:
- Clearly state that the invoice is incorrect
- Specify the errors in the invoice
- Request a revised invoice corrected for the errors
Q: What should I do if I need to change the payment terms on an invoice?
A: If you need to change the payment terms on an invoice, you should send an email to the supplier following these steps:
- Politely request the supplier to revise the invoice with the new payment terms
- Clearly state the new payment terms
- Provide a reason for the change, if necessary
That’s about it for crafting a revised invoice email that’s both professional and effective. Remember, the key is to be clear, concise, and professional. So, go out there and give those revised invoices some TLC!
Thanks for reading, and be sure to drop by again for more helpful tips and tricks. In the meantime, feel free to share your own invoice writing wisdom in the comments below.