This article will guide you on how to write an email with an invoice attached. It covers the necessary pre-email steps, the essential content to include in your email, as well as providing a customizable email template. By the end of this article, you’ll know how to professionally and effectively communicate with clients when sending invoices.
When writing an email with an invoice attached, clarify what the invoice covers, remind the recipient of the payment terms, ensure the invoice is attached, and provide your contact information for queries.
Table of Contents
What To Do Before Writing the Email
Before you start writing an email with an invoice, here are some pointers:
- Prepare the Invoice: Ensure that the invoice is accurate, clearly formatted, and professional. Check it for any errors.
- Invoice File Format: Convert your invoice into a universally accessible file format like .pdf.
- Know Your Client: Understand your client’s invoicing process, if any. This includes the correct point of contact, any specific information they require in the email, and their preferred method of payment.
What to Include In the Email
When sending an email with an invoice, it should include:
- Subject Line: Use a clear and specific subject line that includes your company name and the invoice number.
- Salutation: Address the recipient professionally.
- Invoice Explanation: Briefly explain what the invoice is for.
- Payment Terms: Remind the recipient of the due date and your payment terms.
- Attachment: Make sure to attach the invoice.
- Contact Information: Provide your contact information for any queries or concerns.
Email Template
Here’s a simple email template you can customize:
Subject: Invoice #[Invoice Number] from [Your Company Name]
Dear [Recipient’s Name],
I hope this email finds you well. Please find attached Invoice #[Invoice Number] for [services/goods provided]. The total amount due is [Amount] and is payable by [Due Date].
Please review the attached invoice and let us know if there are any questions. You can make the payment via [Payment Method].
Thank you for your prompt attention to this invoice. We appreciate your business and look forward to our continued partnership.
Best Regards,
[Your Name] [Your Contact Information]
Conclusion
Writing an email with an invoice attached requires clarity, professionalism, and attention to detail. By following these guidelines, you’ll ensure your communication is effective and your invoicing process is smooth.