Revised invoice email sample is a critical tool for businesses to communicate changes in billing. It allows for the clear and efficient transmission of updated invoice details, ensuring that both the sender and receiver are on the same page regarding payment expectations. This article will provide a comprehensive guide to creating an effective revised invoice email sample, covering essential elements such as subject line optimization, email body structure, call to action, and invoice attachment. By following the steps outlined in this guide, businesses can enhance the accuracy and timeliness of their invoice correspondence, foster smoother payment processes, and maintain positive relationships with their clients.
Revised Invoice Email Structure
When sending out revised invoices, it’s important to follow a clear and professional email structure to ensure that the recipient understands the changes and can process the payment seamlessly. Here’s a breakdown of the best structure to use:
- Subject Line: Keep it concise and informative, such as “Revised Invoice for Invoice #12345.”
- Salutation: Greet the recipient by name if possible, and maintain a professional tone.
- Introduction: Briefly explain the purpose of the email and reference the original invoice number.
- Revised Invoice Details:
- Include a table with the following columns: Product/Service, Quantity, Unit Price, Amount.
- Highlight the changes from the original invoice in a clear manner, such as using bold or italics.
- Provide a summary of the revised total amount due.
- Reason for Revision: Optionally, provide a concise explanation of why the invoice was revised (e.g., item quantity adjustment, price correction).
- Payment Instructions: Remind the recipient of the payment deadline and provide any necessary details for making the payment (e.g., bank details, payment platform link).
- Call to Action: Politely request the recipient to review the revised invoice and make the payment.
- Closing Salutation: End the email with a professional closing, such as “Thank you for your prompt attention” or “We appreciate your understanding.”
Here’s an example of a revised invoice email:
Also Read
| Subject: | Revised Invoice for Invoice #12345 | ||||||||||||||||||||
|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|
| Salutation: | Dear [Recipient Name], | ||||||||||||||||||||
| Introduction: | This email serves to provide you with a revised invoice for Invoice #12345, which was issued on [Date]. | ||||||||||||||||||||
| Revised Invoice Details: |
|
||||||||||||||||||||
| Reason for Revision: | The quantity of Product B was revised from 5 to 6, and a discount of $10 has been applied to Product B. | ||||||||||||||||||||
| Payment Instructions: | Please make the payment by [Due Date] to the following bank account: [Bank Name], Account Number: [Account Number]. | ||||||||||||||||||||
| Call to Action: | Kindly review the revised invoice and make the payment promptly. | ||||||||||||||||||||
| Closing Salutation: | Thank you for your attention to this matter. |
Sample Revised Invoice Emails for Different Reasons
Invoice Revision for Incorrect Item
Dear [Client Name],
I hope this email finds you well.
I am writing to inform you that we have revised Invoice [Invoice Number] due to an incorrect item listed.
The original invoice included [Incorrect Item], which was not ordered. We have removed this item from the invoice and adjusted the total amount accordingly.
The revised invoice is attached for your reference. Please note that the total amount now due is [Revised Amount].
Thank you for your understanding.
Best regards,
[Your Name]
Invoice Revision for Pricing Error
Dear [Client Name],
I hope this email finds you well.
I am writing to inform you that we have revised Invoice [Invoice Number] due to a pricing error.
The original invoice had an incorrect price listed for [Item]. The correct price is [Corrected Price].
We have adjusted the invoice to reflect the correct price. The revised invoice is attached for your reference. Please note that the total amount now due is [Revised Amount].
We apologize for any inconvenience this may have caused.
Thank you for your understanding.
Best regards,
[Your Name]
Invoice Revision for Payment Method Change
Dear [Client Name],
I hope this email finds you well.
I am writing to inform you that we have revised Invoice [Invoice Number] to reflect a change in payment method.
The original invoice was issued to be paid by credit card. However, we have agreed with you to change the payment method to [New Payment Method].
The revised invoice is attached for your reference. Please note that the payment details have been updated accordingly.
Thank you for your understanding.
Best regards,
[Your Name]
Invoice Revision for Address Correction
Dear [Client Name],
I hope this email finds you well.
I am writing to inform you that we have revised Invoice [Invoice Number] to correct the shipping address.
The original invoice had an incorrect shipping address listed. The correct shipping address is:
- [Correct Shipping Address]
We have updated the invoice to reflect the correct shipping address. The revised invoice is attached for your reference.
Thank you for your understanding.
Best regards,
[Your Name]
Invoice Revision for Quantity Adjustment
Dear [Client Name],
I hope this email finds you well.
I am writing to inform you that we have revised Invoice [Invoice Number] to adjust the quantity of an item.
The original invoice had an incorrect quantity listed for [Item]. The correct quantity is [Corrected Quantity].
We have adjusted the invoice to reflect the correct quantity. The revised invoice is attached for your reference. Please note that the total amount now due is [Revised Amount].
Thank you for your understanding.
Best regards,
[Your Name]
Invoice Revision for Discount Application
Dear [Client Name],
I hope this email finds you well.
I am writing to inform you that we have revised Invoice [Invoice Number] to apply a discount.
As discussed, you are eligible for a [Discount Percentage]% discount on the total amount of the invoice.
We have adjusted the invoice to reflect the discount. The revised invoice is attached for your reference. Please note that the total amount now due is [Revised Amount].
Thank you for your business.
Best regards,
[Your Name]
Invoice Revision for Payment Status Update
Dear [Client Name],
I hope this email finds you well.
I am writing to inform you that we have revised Invoice [Invoice Number] to reflect a payment status update.
We have received a partial payment of [Partial Payment Amount] on [Partial Payment Date].
The invoice has been updated to reflect the partial payment. The outstanding balance now due is [Outstanding Balance].
Thank you for your attention to this matter.
Best regards,
[Your Name]
When to Use a Revised Invoice Email Sample?
A revised invoice email sample can be used when a business needs to send a corrected invoice to a customer. This may be due to an error on the original invoice, such as an incorrect price or quantity. It can also be used to reflect a change in the customer’s order, such as a request for additional items or a cancellation of an item.
When sending a revised invoice, it is important to include a clear and concise explanation of the changes that have been made. This will help to avoid any confusion on the part of the customer.
In addition, it is important to make sure that the revised invoice is accurate and complete. This includes checking the following:
• The invoice number is correct.
• The customer’s name and address are correct.
• The items listed on the invoice are correct.
• The prices and quantities are correct.
• The total amount due is correct.
What to Include in a Revised Invoice Email?
When sending a revised invoice email, be sure to include the following information:
• A clear and concise subject line that indicates that the invoice has been revised.
• A brief explanation of the changes that have been made to the invoice.
• The revised invoice attached as a PDF file.
How to Send a Revised Invoice Email?
To send a revised invoice email, follow these steps:
• Compose a new email message.
• In the subject line, type “Revised Invoice for [Customer Name].”
• In the body of the email, include a brief explanation of the changes that have been made to the invoice.
• Attach the revised invoice as a PDF file.
• Send the email.
Thanks a bunch for checking out our guide on revised invoice emails! We know invoicing can be a pain, but we hope this article has shed some light on how to communicate professionally and effectively. Remember, it’s always worth double-checking your invoices before hitting send, and don’t forget to be clear and specific. Keep in mind that you can always come back for more helpful tips and advice. Feel free to drop by again anytime!