Request Revised Invoice Email Sample: An Essential Guide for Accurate Billing

Source mavink.com

Revised invoices are a common occurrence in the business world. A revised invoice is a new version of an invoice that has been modified to correct errors or make changes to the original invoice. To request a revised invoice it is important to draft email that provides clear instructions and relevant information. These emails generally include the invoice number, date of the original invoice, reason for the revision, and any additional details that may be necessary. The revised invoice should be reviewed carefully to ensure that it is accurate and complete.

Best Structure for Revised Invoice Request Email

When requesting a revised invoice, it’s crucial to be clear, concise, and professional. Here’s a recommended structure for crafting an effective email:

Subject Line:

• Clearly state your purpose: "Request for Revised Invoice" or "Invoice Correction Requested"

Greeting:

• Use a polite and professional salutation, such as "Dear [Recipient’s Name]"

Introduction:

• Start by identifying the invoice number and date.
• Briefly explain that you’ve identified an error or discrepancy.

Error Details:

• Paragraph for minor errors: Specify the exact error(s) and provide any supporting documentation (attach files, if necessary).
• Numbered or Bulleted List for multiple errors: List each error clearly, including the incorrect and corrected information.
• Table Format (for complex errors): Create a table with columns for "Incorrect," "Corrected," and "Reason for Correction."

Request for Revision:

• Politely request a revised invoice that reflects the corrected information.
• If necessary, state a desired deadline for receiving the revised invoice.

Closing:

• Express your appreciation for the vendor’s attention to this matter.
• Reiterate your request for a prompt correction.
• End with a professional closing, such as "Thank you for your understanding" or "We appreciate your assistance."

Request for Revised Invoice

Example 1: Incorrect Invoice Amount

Dear [Vendor Name],

I am writing to request a revised invoice for invoice number [Invoice Number]. Upon review, we have noticed that the invoice amount is incorrect. The actual amount due is [Correct Amount].

Please issue a corrected invoice at your earliest convenience. Thank you for your prompt attention to this matter.

Sincerely,

[Your Name]

Example 2: Missing Items

Dear [Vendor Name],

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I am reaching out regarding invoice number [Invoice Number]. We have received the invoice but noticed that the following items are missing:

• [Item 1]
• [Item 2]
• [Item 3]

Kindly issue a revised invoice that includes these missing items. Thank you for your assistance in resolving this issue.

Best regards,

[Your Name]

Example 3: Incorrect Shipping Address

Dear [Vendor Name],

I am writing to request a revised invoice for invoice number [Invoice Number]. The invoice states the shipping address as [Incorrect Address].

Please issue a corrected invoice with the correct shipping address: [Correct Address].

Thank you for your attention to this matter.

Sincerely,

[Your Name]

Example 4: Duplicate Invoice

Dear [Vendor Name],

We have received a duplicate invoice for invoice number [Invoice Number]. We have already paid invoice number [Original Invoice Number] for the same goods/services.

Please cancel the duplicate invoice and issue a corrected invoice that reflects only the outstanding balance.

Thank you for your prompt action.

Best regards,

[Your Name]

Example 5: Discrepancy between Invoice and Purchase Order

Dear [Vendor Name],

We have reviewed invoice number [Invoice Number] and noticed a discrepancy between the invoice and our purchase order [Purchase Order Number].

Specifically, the invoice includes the following item that is not listed on our purchase order:

• [Item Name]

Please issue a revised invoice that aligns with the purchase order.

Thank you for your cooperation.

Sincerely,

[Your Name]

Example 6: Incorrect Tax Amount

Dear [Vendor Name],

We have received invoice number [Invoice Number] and identified an incorrect tax amount. The invoice states a tax rate of [Incorrect Tax Rate], while the correct rate should be [Correct Tax Rate].

Please issue a revised invoice with the correct tax calculation. Thank you for your time and attention.

Best regards,

[Your Name]

Example 7: Incorrect Payment Terms

Dear [Vendor Name],

We are requesting a revised invoice for invoice number [Invoice Number]. The invoice states the payment terms as [Incorrect Payment Terms], while the agreed-upon payment terms are [Correct Payment Terms].

Please issue a corrected invoice that reflects the correct payment terms. We appreciate your assistance in resolving this matter.

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Thank you,

[Your Name]

How do I write a request to revise an invoice?

When an invoice is sent to a customer, it is important that the details are correct and accurate. Unfortunately, there may be times when an error is found on the invoice after it has been sent. In such cases, the customer may need to request a revised invoice.

A request for a revised invoice can be sent via email. The email should be clear and concise, and should include the following information:

• A brief explanation of the error on the invoice
• A request for a revised invoice
• The customer’s contact information

Here is an example of a request for a revised invoice:

[Date]

[Recipient Name]

[Recipient Company]

[Recipient Address]

Dear [Recipient Name],

I am writing to request a revised invoice for invoice number [invoice number]. I have reviewed the invoice and found an error in the [item or service] line item. The error is that the [quantity or price] is incorrect.

I would appreciate it if you could send me a revised invoice with the correct information. Please contact me at [phone number] or [email address] if you have any questions.

Thank you for your time and attention to this matter.

Sincerely,

[Your Name]

How to request a revised invoice if you are the customer?

If you are a customer who has received an invoice with an error, it’s important that you contact the sender and request a revised invoice. The best way to do this is through email.

In your email, clearly state that you’re requesting a revised invoice and include the following information:

• Invoice number
• Date of invoice
• List of errors on the invoice
• Your contact information

Be polite and professional in your email, and make sure to provide as much detail as possible about the errors on the invoice. This will help the sender to quickly and easily process your request.

Here is an example of an email request for a revised invoice:

Dear [Sender Name],

I am writing to request a revised invoice for invoice number [invoice number], dated [date of invoice].

I have reviewed the invoice and found the following errors:

1. [Error 1]
2. [Error 2]
3. [Error 3]

I would appreciate it if you could send me a revised invoice with the correct information. Please contact me at [phone number] or [email address] if you have any questions.

Thank you for your time and attention to this matter.

Sincerely,

[Your Name]

How should I write an email to request a revised invoice?

When requesting a revised invoice, it’s important to be clear and concise in your email. Here are some tips for writing an effective email request:

• Start by stating that you are requesting a revised invoice.
• Include the invoice number and date.
• Clearly describe the errors on the invoice.
• Provide your contact information so the sender can reach you.
• Be polite and professional.

Here is an example of a well-written email request for a revised invoice:

Dear [Sender Name],

I am writing to request a revised invoice for invoice number [invoice number], dated [date of invoice].

I have reviewed the invoice and found the following errors:

1. The quantity of [item] is incorrect. It should be [correct quantity].
2. The price of [item] is incorrect. It should be [correct price].
3. The shipping charges are incorrect. They should be [correct shipping charges].

I would appreciate it if you could send me a revised invoice with the correct information. Please contact me at [phone number] or [email address] if you have any questions.

Thank you for your time and attention to this matter.

Sincerely,

[Your Name]

And that’s it, folks! I hope this guide has helped you craft the perfect email to request a revised invoice. Remember, a little politeness and clarity can go a long way. If you found this article helpful, be sure to check back for more tips and tricks in the future. Until next time, happy invoicing!