Revised invoice emails, digital payments, client communication, and business operations are all connected and play a key role in the successful management of financial transactions. Sending revised invoices is a common practice in various industries, and it involves updating or modifying the original invoice to reflect any changes in the goods or services provided, pricing, or payment terms. It’s essential to follow proper protocols and best practices when sending revised invoices to ensure timely payments, maintain good client relationships, and comply with regulatory requirements. This article aims to provide guidance on how to effectively send revised invoices while maintaining professionalism and ensuring accuracy.
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The Best Structure for Sending a Revised Invoice Email
When sending a revised invoice, it’s important to follow a clear and professional structure to ensure that the recipient understands the changes and can process the invoice efficiently.
Here’s an outline of the best structure for a revised invoice email:
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Subject Line
- Keep the subject line concise and informative. For example: “Revised Invoice #[invoice number]”
Body of the Email
- Salutation: Start with a professional salutation, such as “Dear [recipient name]”.
- Explanation of Revision: Briefly explain the reason for the revision, such as a price adjustment or a change in quantity.
- Attached Revised Invoice: Mention that you have attached the revised invoice as a PDF or spreadsheet.
- Instructions for Payment: If there are any changes to the payment instructions, provide them clearly.
- Thank You: Express your gratitude for the recipient’s understanding and cooperation.
Revised Invoice Table
In the email body, consider including a table that highlights the changes from the original invoice. This table should include the following columns:
| Item | Original Price | Revised Price | Difference |
|---|---|---|---|
| Example Item 1 | $100 | $120 | $20 |
| Example Item 2 | $50 | $45 | -$5 |
This table provides a clear visual representation of the invoice changes, making it easier for the recipient to understand and process the invoice.
Sample Revised Invoice Emails
Revision Due to Error in Calculation
Dear [Client Name],
I hope this email finds you well.
This serves to inform you that we have revised the invoice [Invoice Number] due to an error in the calculation. The original invoice incorrectly [State the error].
The revised invoice correctly reflects the [State the corrected amount]. I apologize for any inconvenience this error may have caused.
Please find the attached revised invoice for your reference.
Thank you for your understanding.
Sincerely,
[Your Name]
Revision Due to Change in Service
Dear [Client Name],
I hope you are having a great day.
This email is to let you know that we have revised the invoice [Invoice Number] due to a change in service.
As per our recent discussions, we have [State the change in service]. This change has affected the total cost of the project, which is now [State the revised total cost].
We understand that this change may come as a surprise, and we apologize for any inconvenience it may cause.
Please find the attached revised invoice for your review.
Thank you for your understanding.
Sincerely,
[Your Name]
Revision Due to Discount
Dear [Client Name],
I hope you are doing well.
This is to inform you that we have revised the invoice [Invoice Number] to include a discount.
We appreciate your continued business, and as a token of our gratitude, we are offering a [State the discount percentage] discount on this invoice.
The total amount due is now [State the revised total amount].
Please find the attached revised invoice for your review.
Thank you for your understanding.
Sincerely,
[Your Name]
Revision Due to Tax Adjustment
Dear [Client Name],
I hope this email finds you in good spirits.
This is to inform you that we have revised the invoice [Invoice Number] due to a tax adjustment.
The original invoice did not include [State the tax adjustment], which has now been applied. The total amount due has changed to [State the revised total amount].
We apologize for the inconvenience this may cause, and we appreciate your understanding.
Please find the attached revised invoice for your review.
Sincerely,
[Your Name]
Revision Due to Payment Plan
Dear [Client Name],
I hope this email meets you well.
This serves to inform you that we have revised the invoice [Invoice Number] to reflect a new payment plan.
As per our recent agreement, we will now accept payments in installments over [State the number of installments] months. The payment schedule is as follows:
- [State the installment amount]
- [State the installment date]
- …
The total amount due remains unchanged, but this payment plan will allow you to spread out the payments over a more manageable period.
Please find the attached revised invoice for your review.
Thank you for your understanding.
Sincerely,
[Your Name]
Revision Due to Cancellation of Service
Dear [Client Name],
I hope this email finds you well.
This is to acknowledge the cancellation of service for [State the service]. As per our policy, we will issue a refund for any unused services.
We have revised the invoice [Invoice Number] to reflect the cancellation. The revised invoice shows a balance of [State the refund amount].
We will process your refund within [State the processing time], and you should receive the funds in your account within [State the expected deposit time].
We appreciate your understanding and wish you well in your future endeavors.
Sincerely,
[Your Name]
When to Send a Revised Invoice Email?
When do you need to send an email with a revised invoice?
A revised invoice email is necessary when the original invoice contains errors that need to be corrected. These errors can include incorrect pricing, quantities, or payment terms. Revising an invoice ensures that the customer is billed accurately and that the business receives the correct payment amount.
That’s a wrap for our quick guide on sending revised invoices via email. I hope these tips help you streamline your invoicing process and keep your clients happy. Thanks for reading, and be sure to check back later for more helpful articles on running your business smoothly.