A well-crafted invoice letter is crucial for ensuring timely payments and maintaining positive client relationships. Beyond simply stating the amount due, it reinforces your professionalism, clarifies payment terms, and provides an opportunity to express gratitude for the client’s business. These letters can range from simple reminders to more formal notices, depending on the situation and payment history.
The following 23 invoice letter templates provide a diverse range of options for different scenarios. From initial invoice letters to follow-up reminders and even final demand notices, you’ll find a template to suit your specific needs. Remember to customize each template with your business information, client details, and specific invoice information for optimal effectiveness.
Using these templates as a starting point can save you time and effort while ensuring that your invoices are clear, concise, and professional. By adapting the language and tone to fit your brand and client relationships, you can increase the likelihood of prompt payment and maintain strong business connections. Remember to always keep a copy of any invoice letter sent for your records.
Sample Invoice Letters
(Note: Replace bracketed information with your specific details.)
Initial Invoice Letter
Sample 1:
[Your Company Name]
[Your Company Address]
[Your Company Phone]
[Your Company Email]
[Date]
[Client Name]
[Client Address]
Subject: Invoice [Invoice Number]
Dear [Client Name],
Please find attached invoice [Invoice Number] for [Description of Services/Products] provided on [Date]. The total amount due is [Amount Due] and is payable by [Due Date].
We appreciate your business. Please do not hesitate to contact us if you have any questions.
Sincerely,
[Your Name]
[Your Title]
Sample 2:
[Your Company Name]
[Your Company Address]
[Date]
[Client Name]
[Client Address]
Subject: Invoice [Invoice Number] for [Service/Product]
Dear [Client Name],
Attached is invoice [Invoice Number] for the [Service/Product] we provided. The amount due is [Amount Due], with payment terms of [Payment Terms, e.g., Net 30]. We accept payment via [Payment Methods, e.g., Check, Credit Card, Wire Transfer].
Thank you for your business!
Sincerely,
[Your Name]
Follow-Up Invoice Letter (Reminder)
Sample 3:
[Your Company Name]
[Your Company Address]
[Date]
[Client Name]
[Client Address]
Subject: Reminder: Invoice [Invoice Number]
Dear [Client Name],
This is a friendly reminder that invoice [Invoice Number] for [Amount Due] is now overdue. The original due date was [Due Date].
Please remit payment at your earliest convenience. If you have already sent payment, please disregard this notice.
Thank you,
[Your Name]
Sample 4:
[Your Company Name]
[Your Company Address]
[Date]
[Client Name]
[Client Address]
Subject: Overdue Invoice [Invoice Number] – Friendly Reminder
Dear [Client Name],
We hope this email finds you well. We’re writing to gently remind you that invoice [Invoice Number] is past its due date of [Due Date]. The outstanding balance is [Amount Due].
You can find a copy of the invoice attached. Let us know if you have any questions or require any clarification.
Sincerely,
[Your Name]
Sample 5:
[Your Company Name]
[Your Company Address]
[Date]
[Client Name]
[Client Address]
Subject: Reminder: Invoice [Invoice Number] – Payment Overdue
Dear [Client Name],
We are writing to remind you about invoice [Invoice Number] for [Amount Due], which was due on [Due Date]. As of today, we have not received your payment.
A copy of the invoice is attached for your reference. Please arrange for payment as soon as possible. We accept [List Payment Methods].
Thank you,
[Your Name]
Sample 6:
[Your Company Name]
[Your Company Address]
[Date]
[Client Name]
[Client Address]
Subject: Second Reminder: Overdue Invoice [Invoice Number]
Dear [Client Name],
We sent you a reminder about invoice [Invoice Number] on [Date of First Reminder]. The outstanding balance of [Amount Due] is still due.
Please remit payment within [Number] days to avoid further action. If you have already sent payment, please disregard this email.
Sincerely,
[Your Name]
Stronger Language Follow-Up
Sample 7:
[Your Company Name]
[Your Company Address]
[Date]
[Client Name]
[Client Address]
Subject: Urgent: Overdue Invoice [Invoice Number]
Dear [Client Name],
This is our final reminder regarding invoice [Invoice Number] for [Amount Due], which was due on [Due Date]. We have sent previous reminders and have yet to receive payment.
We require immediate payment. If we do not receive payment within [Number] days, we will be forced to consider further action.
Sincerely,
[Your Name]
Sample 8:
[Your Company Name]
[Your Company Address]
[Date]
[Client Name]
[Client Address]
Subject: Final Notice: Overdue Invoice [Invoice Number] – Payment Required
Dear [Client Name],
We are writing to you again regarding overdue invoice [Invoice Number] for [Amount Due]. The invoice was originally due on [Due Date], and we have sent you several reminders.
We must receive payment within [Number] days. Failure to pay will result in [Consequences, e.g., suspension of services, referral to collections].
Sincerely,
[Your Name]
Final Demand Letter
Sample 9:
[Your Company Name]
[Your Company Address]
[Date]
[Client Name]
[Client Address]
Subject: Final Demand for Payment – Invoice [Invoice Number]
Dear [Client Name],
This is a final demand for payment of invoice [Invoice Number] for [Amount Due], which was due on [Due Date]. Despite our previous attempts to collect this debt, we have not received payment.
Unless we receive payment in full within [Number] days, we will be forced to take legal action to recover the outstanding balance.
Sincerely,
[Your Name]
Invoice Letter with Payment Plan Option
Sample 10:
[Your Company Name]
[Your Company Address]
[Date]
[Client Name]
[Client Address]
Subject: Invoice [Invoice Number] and Payment Options
Dear [Client Name],
Please find attached invoice [Invoice Number] for [Amount Due], due on [Due Date]. We understand that sometimes circumstances can make it difficult to pay invoices in full.
Therefore, we are offering a payment plan option. Please contact us within [Number] days to discuss a mutually agreeable payment schedule. If you prefer to pay in full, you can use the methods listed on the attached invoice.
Sincerely,
[Your Name]
Invoice Letter for a New Client
Sample 11:
[Your Company Name]
[Your Company Address]
[Date]
[Client Name]
[Client Address]
Subject: Invoice [Invoice Number] – Welcome and Thank You!
Dear [Client Name],
Welcome to [Your Company Name]! We’re pleased to have you as a client. Attached is invoice [Invoice Number] for [Amount Due] for [Service/Product]. Payment is due by [Due Date].
We value your business and look forward to a long and successful relationship. Please don’t hesitate to contact us if you have any questions.
Sincerely,
[Your Name]
Invoice Letter with Discount Offer
Sample 12:
[Your Company Name]
[Your Company Address]
[Date]
[Client Name]
[Client Address]
Subject: Invoice [Invoice Number] with Early Payment Discount
Dear [Client Name],
Attached is invoice [Invoice Number] for [Amount Due], due on [Due Date]. As a thank you for your prompt payment, we are offering a [Discount Percentage]% discount if paid within [Number] days.
We appreciate your business!
Sincerely,
[Your Name]
Invoice Letter with Late Payment Fee Warning
Sample 13:
[Your Company Name]
[Your Company Address]
[Date]
[Client Name]
[Client Address]
Subject: Invoice [Invoice Number] – Important Payment Information
Dear [Client Name],
Please find attached invoice [Invoice Number] for [Amount Due], which is due by [Due Date]. Please note that a late payment fee of [Fee Amount or Percentage] will be applied to any invoices not paid by the due date.
We encourage you to pay promptly to avoid this fee.
Sincerely,
[Your Name]
Invoice Letter for Partial Payment
Sample 14:
[Your Company Name]
[Your Company Address]
[Date]
[Client Name]
[Client Address]
Subject: Invoice [Invoice Number] – Partial Payment Received
Dear [Client Name],
This letter confirms that we have received your partial payment of [Amount Paid] towards invoice [Invoice Number]. The remaining balance due is [Remaining Balance] and is due by [Due Date].
Thank you for your payment.
Sincerely,
[Your Name]
Invoice Letter – Acknowledging Payment and Sending Receipt
Sample 15:
[Your Company Name]
[Your Company Address]
[Date]
[Client Name]
[Client Address]
Subject: Payment Received for Invoice [Invoice Number]
Dear [Client Name],
This email confirms that we have received your payment for invoice [Invoice Number]. Thank you for your prompt payment!
Attached you will find a receipt for your records. We appreciate your business.
Sincerely,
[Your Name]
Invoice Letter with Apology for Error
Sample 16:
[Your Company Name]
[Your Company Address]
[Date]
[Client Name]
[Client Address]
Subject: Apology and Corrected Invoice [Invoice Number]
Dear [Client Name],
Please accept our sincere apologies for the error in the original invoice [Invoice Number]. Attached is the corrected invoice with the accurate amount due of [Corrected Amount]. The due date remains [Due Date].
We regret any inconvenience this may have caused.
Sincerely,
[Your Name]
Invoice Letter – Services Rendered on an Ongoing Basis
Sample 17:
[Your Company Name]
[Your Company Address]
[Date]
[Client Name]
[Client Address]
Subject: Invoice [Invoice Number] for [Month, Year] Services
Dear [Client Name],
Attached is invoice [Invoice Number] for services rendered during [Month, Year] as per our agreement. The total amount due is [Amount Due] and is payable by [Due Date]. A detailed breakdown of services is included in the attached invoice.
Thank you for your continued business.
Sincerely,
[Your Name]
Invoice Letter with Special Instructions
Sample 18:
[Your Company Name]
[Your Company Address]
[Date]
[Client Name]
[Client Address]
Subject: Invoice [Invoice Number] – Important Payment Instructions
Dear [Client Name],
Attached is invoice [Invoice Number] for [Amount Due], due by [Due Date]. Please make payments to [Specific Bank Account Details or Payment Portal Link].
Please include invoice number [Invoice Number] in the reference field of your payment.
Thank you,
[Your Name]
Invoice Letter – Requesting Feedback
Sample 19:
[Your Company Name]
[Your Company Address]
[Date]
[Client Name]
[Client Address]
Subject: Invoice [Invoice Number] and Service Feedback
Dear [Client Name],
Please find attached invoice [Invoice Number] for [Amount Due], due on [Due Date]. We value your opinion and would appreciate your feedback on the services we provided.
Please feel free to reply to this email with any comments or suggestions you may have.
Sincerely,
[Your Name]
Invoice Letter – Sent via Postal Mail
Sample 20:
(Similar to previous examples, but add a note:)
Enclosure: Invoice [Invoice Number]
Invoice Letter – International Client (with currency details)
Sample 21:
[Your Company Name]
[Your Company Address]
[Date]
[Client Name]
[Client Address]
Subject: Invoice [Invoice Number] – Payment in [Currency Code]
Dear [Client Name],
Attached is invoice [Invoice Number] for [Amount Due] in [Currency Code]. The exchange rate used was [Exchange Rate] on [Date of Exchange Rate]. The amount due in [Your Currency Code] is [Amount in Your Currency Code].
Payment is due by [Due Date]. Please use the exchange rate provided for accurate payment.
Sincerely,
[Your Name]
Invoice Letter with Credit Note Applied
Sample 22:
[Your Company Name]
[Your Company Address]
[Date]
[Client Name]
[Client Address]
Subject: Invoice [Invoice Number] with Credit Note [Credit Note Number]
Dear [Client Name],
Attached is invoice [Invoice Number] reflecting the application of credit note [Credit Note Number] for [Amount of Credit]. The total amount now due is [New Amount Due] and is payable by [Due Date].
Please refer to the attached credit note for details.
Sincerely,
[Your Name]
Invoice Letter after Phone Conversation
Sample 23:
[Your Company Name]
[Your Company Address]
[Date]
[Client Name]
[Client Address]
Subject: Invoice [Invoice Number] – Following up on our Conversation
Dear [Client Name],
As discussed during our phone conversation on [Date], please find attached invoice [Invoice Number] for [Amount Due]. The payment is due by [Due Date] as previously agreed.
Please let me know if you have any further questions.
Sincerely,
[Your Name]
Using these invoice letter templates will help you maintain a professional image and improve your chances of receiving timely payments. Remember to customize each template to fit your specific business and client relationships. Consistent and clear communication is key to ensuring a smooth and positive billing process.
