Source www.dummies.com
Revised invoice emails are an essential part of business communication. They allow businesses to communicate changes to their invoices to their customers. These emails can be used to correct errors, update pricing, or provide additional information. The key elements of a revised invoice email include the invoice number, the date of the revision, the reason for the revision, and the new invoice total. It is important to be clear and concise when writing a revised invoice email so that the customer can easily understand the changes.
Revised Invoice Email Structure
It’s understandable to make mistakes when sending invoices, but it’s important to rectify them promptly with a revised invoice email. Here’s a comprehensive guide to crafting an effective revised invoice email:
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Subject Line
* Clearly state that the email contains a revised invoice.
* Provide the invoice number and date.
* For example: “Revised Invoice #123456 for October 15, 2023.”
Greetings
* Begin with a professional greeting, addressing the recipient by name.
* For example: “Dear [Recipient Name],”
Introduction
* Politely acknowledge the original invoice error.
* State the reason for the revision, such as a pricing correction or updated quantity.
* For example: “We’d like to inform you that the original invoice #123456 contained an error in the pricing. We have attached the revised invoice for your reference.”
Body
* Provide a detailed explanation of the changes made to the invoice.
* Use clear and concise language.
* Highlight the specific line items or sections that have been revised.
Revised Invoice
* Attach the revised invoice as a PDF file.
* Ensure that the revised invoice includes all the relevant details, such as the invoice number, date, customer information, and updated charges.
Request for Payment
* Politely request payment based on the revised invoice terms.
* Provide clear instructions for making the payment.
* If applicable, include a payment link or provide bank details.
Apology
* Offer a sincere apology for the inconvenience caused.
* Express your commitment to providing accurate and timely invoicing in the future.
* For example: “We apologize for any confusion this may have caused. We value your business and are committed to delivering excellent service.”
Contact Information
* Provide your contact information (phone number and email address) in case the recipient has any questions or requires further clarification.
Example Email Template
| Subject: | Revised Invoice #123456 for October 15, 2023 |
| Body: |
Dear [Recipient Name],
We regret to inform you that the original invoice #123456 contained an error. Specifically, the pricing for Item A was incorrect. We have attached the revised invoice for your reference. The revised total amount is [Revised Amount]. Please make the payment as per the instructions on the revised invoice. We apologize for any inconvenience this may have caused. Thank you for your patience and understanding. If you have any questions, please do not hesitate to contact us. Sincerely, |
Revised Invoice Email Samples
Invoice Payment Schedule Adjustment
Dear [Client Name],
We hope this email finds you well.
We understand that you have recently experienced some financial difficulties. We regret to hear about this and want to work with you to find a solution that works for both parties.
We have reviewed your account and have revised the invoice to include a revised payment schedule. The adjusted payment schedule is outlined below:
- New due date: [New due date]
- Payment amount: [New payment amount]
We appreciate your understanding and cooperation during this time.
Invoice Correction
Dear [Client Name],
Please accept our apologies for the error on invoice number [Invoice number]. We have reviewed the invoice and made the following corrections:
- [Description of correction #1]
- [Description of correction #2]
The revised invoice is attached for your reference. We appreciate your understanding and thank you for continuing to do business with us.
Invoice Cancellation
Dear [Client Name],
We are writing to inform you that we are canceling invoice number [Invoice number] due to [Reason for cancellation].
We apologize for any inconvenience this may cause. If you have already made a payment towards this invoice, we will process a refund to your account promptly.
Invoice Reminder
Dear [Client Name],
We are writing to remind you that invoice number [Invoice number] is now overdue. The total amount due is [Total amount due].
Please make a payment as soon as possible to avoid any late fees. If you have already made a payment, please disregard this email.
Partial Payment Invoice
Dear [Client Name],
We have received a partial payment of [Partial payment amount] towards invoice number [Invoice number]. The remaining balance is now [Remaining balance].
We appreciate your payment and encourage you to make the remaining payment as soon as possible. If you have any questions, please do not hesitate to contact us.
Invoice Adjustment
Dear [Client Name],
We have reviewed your request for an invoice adjustment and have made the following changes:
- [Description of adjustment #1]
- [Description of adjustment #2]
The revised invoice is attached for your reference. The new total amount due is [New total amount due].
We apologize for any inconvenience this may have caused and appreciate your understanding.
Invoice Discrepancy
Dear [Client Name],
We have reviewed your concerns regarding invoice number [Invoice number]. We apologize for any discrepancies that you have identified.
We have investigated the issue and have found the following:
- [Explanation of discrepancy #1]
- [Explanation of discrepancy #2]
We have made the necessary corrections to the invoice and have attached the revised version for your reference. We believe that this resolves all of the issues that you raised.
If you have any further questions or concerns, please do not hesitate to contact us.
What Is a Revised Invoice Email?
A revised invoice email is a message sent to a customer to inform them that the original invoice has been updated, typically due to a change in the order or a correction of an error.
Who Should Send a Revised Invoice Email?
A revised invoice email should be sent by the accounts payable department of the company that issued the original invoice. The email should be addressed to the customer who placed the order.
What Information Should a Revised Invoice Email Include?
A revised invoice email should include the following information:
- The invoice number
- The date of the original invoice
- The date of the revised invoice
- A brief explanation of the changes made to the invoice
- A copy of the revised invoice
Welp, that’s about it for the revised invoice email guide. I hope you enjoyed it! Remember, invoices aren’t just about getting paid; they’re also a great way to stay organized and keep your clients updated on the status of their projects. So, make sure you’re using clear language, providing all the necessary information, and sending them on time.
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