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Requesting revised invoice is a standard process that may take place between a customer and vendor. The customer may want to request a revised invoice if there are errors or discrepancies in the original invoice, such as incorrect pricing, incorrect quantities, or incorrect tax calculations. These errors can lead to overpayment, incorrect accounting records, and delayed payments.
Best Structure for Requesting a Revised Invoice Email
When you need to request a revised invoice, it’s important to do so in a clear and professional manner. Here’s a suggested structure for your email:
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1. Introduction
- Start by clearly stating that you’re requesting a revised invoice.
- Provide the original invoice number and date.
2. Reasons for Revision
- Explain why you’re requesting a revised invoice. Be specific about the errors or discrepancies you’ve found.
- If necessary, provide supporting documentation or evidence to support your request.
3. Details of the Revision
- Clearly state what changes need to be made to the invoice.
- If possible, provide a revised version of the invoice for review.
4. Request for Action
- Politely request the recipient to review your request and send you a revised invoice.
- Indicate a preferred deadline for the revised invoice.
5. Table of Invoice Discrepancies
| Invoice Item | Discrepancy | Corrected Value |
|---|---|---|
| Product A | Price listed as $100, should be $90 | $90 |
| Product B | Quantity listed as 5, should be 6 | 6 |
6. Closing
- Thank the recipient for their time and attention.
- Reiterate your request for a revised invoice.
Example Email:
Hi [Recipient Name],
I’m writing to request a revised invoice for invoice number [Invoice Number], dated [Invoice Date].
I’ve reviewed the invoice and noticed the following errors:
- The price of Product A is listed as $100, but it should be $90.
- The quantity of Product B is listed as 5, but it should be 6.
I’ve attached a revised version of the invoice with the corrected values. Please review the changes and send me a revised invoice as soon as possible.
Thank you for your time and attention to this matter.
Regards,
[Your Name]
Request for Revised Invoice
Example 1: Invoice Number Error
Dear [Vendor Name],
I hope this email finds you well. I am writing in regards to invoice number [incorrect invoice number]. Upon review, we noticed that there is an error in the invoice number. The correct invoice number should be [correct invoice number].
Would you be able to kindly send us a revised invoice with the correct invoice number? Your prompt attention to this matter would be greatly appreciated.
- Original invoice number: [incorrect invoice number]
- Correct invoice number: [correct invoice number]
Thank you for your understanding and cooperation.
Best regards,
[Your Name]
Example 2: Quantity Discrepancy
Dear [Vendor Name],
I am writing to request a revised invoice for invoice number [invoice number]. We received the products on [date], but there was a discrepancy in the quantity received.
According to the invoice, we ordered [original quantity ordered] units of [product name]. However, we only received [actual quantity received] units.
- Quantity ordered: [original quantity ordered] units
- Quantity received: [actual quantity received] units
Would you please send us a revised invoice that reflects the correct quantity received? We appreciate your attention to this matter.
Best regards,
[Your Name]
Example 3: Pricing Mistake
Dear [Vendor Name],
We are writing to request a revision to invoice number [invoice number] due to a pricing error. We believe there was a mistake in the calculations for [product name].
The invoice states that the price for [product name] is [incorrect price], but our records indicate that the agreed-upon price was [correct price].
- Invoice price: [incorrect price]
- Agreed-upon price: [correct price]
Please send us a revised invoice that reflects the correct pricing for [product name]. Your prompt attention to this matter would be greatly appreciated.
Thank you for your cooperation.
Best regards,
[Your Name]
Example 4: Late Payment Discount
Dear [Vendor Name],
We are writing to request a revised invoice for invoice number [invoice number] to reflect a late payment discount that was not applied.
Our records indicate that the invoice was due on [original due date]. We remitted payment on [payment date], which was within the discount period. However, the discount was not applied to the invoice.
We would appreciate it if you could send us a revised invoice that includes the late payment discount. Your cooperation in this matter is appreciated.
Thank you for your attention to this matter.
Best regards,
[Your Name]
Example 5: Multiple Errors
Dear [Vendor Name],
We are writing to request a revised invoice for invoice number [invoice number] due to multiple errors. The invoice contains errors in the following areas:
- Invoice number: [incorrect invoice number] (correct invoice number: [correct invoice number])
- Quantity: [incorrect quantity] (correct quantity: [correct quantity])
- Pricing: [incorrect price] (correct price: [correct price])
We would appreciate it if you could send us a revised invoice that corrects all of these errors. Your prompt attention to this matter would be greatly appreciated.
Thank you for your cooperation.
Best regards,
[Your Name]
Example 6: Missing Information
Dear [Vendor Name],
We are writing to request a revised invoice for invoice number [invoice number] as some important information is missing.
The invoice does not include the following information:
- Purchase order number
- Payment terms
- Tax details
We would appreciate it if you could send us a revised invoice that includes all of the necessary information. Your prompt attention to this matter would be greatly appreciated.
Thank you for your cooperation.
Best regards,
[Your Name]
Example 7: Incorrect Tax Calculation
Dear [Vendor Name],
We are writing to request a revised invoice for invoice number [invoice number] due to an incorrect tax calculation.
The invoice states that the tax rate is [incorrect tax rate], but our records indicate that the applicable tax rate is [correct tax rate].
- Invoice tax rate: [incorrect tax rate]
- Correct tax rate: [correct tax rate]
Please send us a revised invoice that reflects the correct tax calculation. Your prompt attention to this matter would be greatly appreciated.
Thank you for your cooperation.
Best regards,
[Your Name]
Request Revised Invoice Email Sample
For what purpose and when is a request revised invoice email sample helpful?
A request revised invoice email sample is a template that can be used to ask a vendor or supplier to issue a revised invoice. This may be necessary if the original invoice contains errors, such as incorrect pricing, quantities, or tax calculations. A revised invoice email sample can help to ensure that the request is made in a clear and professional manner.
Clear and Professional Invoice Revision Request
How can I easily write a clear and professional invoice revision request email?
To write a clear and professional invoice revision request email, follow these steps:
- State the reason for the request.
- Be specific about the errors that need to be corrected.
- Provide the vendor or supplier with the correct information.
- Request a revised invoice.
- Be polite and professional.
Subject Line for Requesting Revised Invoice
What is the optimal subject line for a request revised invoice email?
The subject line of a request revised invoice email should be clear and concise. It should accurately reflect the purpose of the email. Some good examples of subject lines include:
- Request for Revised Invoice
- Invoice Correction Request
- Invoice Error Correction
Alright then, I think that’s all I’ve got to say for now. Thanks for stopping by and checking out my email tips. If you’ve got any questions, don’t be shy to give me a shout. And be sure to come back soon for more awesome content. Take care!