Revised Invoice: Enhanced Email Sample for Accurate Billing
Source templates.rjuuc.edu.np
Revised invoice email is an important tool for businesses to communicate with customers about changes to invoices. These emails should be clear, concise, and professional. They should include a detailed explanation of the changes, as well as any necessary actions that the customer needs to take. Revised invoices can be used to correct errors, update payment details, or make other changes to the original invoice.
Best Structure for Revised Invoice Emails
Imagine sending off an invoice, only to realize there’s a mistake. Frustrating, right? Well, a well-structured revised invoice email can fix that without any hassle. Here’s how to write one:
Subject Line
* It’s all about clarity here. State that it’s a revised invoice, include the invoice number, and specify the reason for revision, if possible. Example: “Revised Invoice #INV-1234 Due to Error Correction”
Body
- Start with a polite greeting: “Dear [Client Name],”
- State the purpose clearly: “This email is to provide you with a revised invoice for order #[order number].”
- Explain the reason for revision concisely: “We discovered a minor error in the original invoice and have made the necessary corrections.”
- Highlight the changes made: “The changes include [list of specific changes made].”
- Attach the revised invoice: “Attached you will find the revised invoice for your reference.”
- Thank the client for their understanding: “We apologize for any inconvenience this may have caused.”
- Provide a call-to-action: “Please review the revised invoice and proceed with payment as per the updated terms.”
- End with a professional closing: “Thank you for your continued business. We value your patronage.”
Table to Summarize Changes (Optional)
If your revisions involve multiple changes, consider including a table in the email body to clearly present the alterations.
| Item | Original Invoice | Revised Invoice |
|—|—|—|
| Product A | $100 | $80 |
| Shipping | $20 | $15 |
| Tax | $10 | $8 |Example Email
Subject Line: Revised Invoice #INV-1234 Due to Error Correction Body: Dear [Client Name],
This email is to provide you with a revised invoice for order #[order number].
We discovered that the original invoice contained a minor error in the calculation of shipping costs. The revised invoice reflects the corrected shipping cost.
Attached you will find the revised invoice for your reference.
We apologize for any inconvenience this may have caused.
Please review the revised invoice and proceed with payment as per the updated terms.
Thank you for your continued business. We value your patronage.
7 Sample Revised Invoice Email Templates
Revision Due to Error
Dear [Client Name],
I hope this email finds you well.
I am writing to revise our invoice [Invoice Number] for the services rendered during [Project Period]. Upon a recent review, we have noticed an error in the original invoice.
Specifically, the invoice included [Incorrect Amount] for [Service Description]. The corrected amount should be [Correct Amount].
We apologize for any inconvenience this may have caused. Please find the attached revised invoice for your reference.
Thank you for your understanding.
Best regards,
[Your Name]
Revision Due to Change Order
Dear [Client Name],
I hope you are doing well.
I am reaching out to revise our invoice [Invoice Number] for the services rendered on the [Project Name] project.
As per our recent communication, we have agreed to modify the scope of work to include [Change Description]. This change has resulted in an additional [Amount] to the total invoice amount.
Please see the attached revised invoice reflecting the updated pricing. We have also attached a copy of the change order for your records.
Thank you for your continued business. Please let us know if you have any questions.
Sincerely,
[Your Name]
Revision Due to Discount
Dear [Client Name],
I hope you had a productive day.
I am writing to revise our invoice [Invoice Number] for the recent purchase of [Product/Service].
As a valued customer, we are pleased to offer you a discount of [Discount Percentage] on the total amount. This brings the revised invoice amount to [Revised Amount].
We appreciate your continued business and are committed to providing you with excellent service.
Please find the attached revised invoice for your reference.
Thank you.
Best regards,
[Your Name]
Revision Due to Payment Plan
Dear [Client Name],
I hope you are well.
I am writing to revise our invoice [Invoice Number] for the services rendered on the [Project Name] project.
We understand that you may be experiencing some financial constraints. To accommodate your needs, we would like to propose a payment plan of [Number of Installments] installments.
The revised invoice attached reflects the updated payment terms. The first installment of [First Installment Amount] is due on [First Installment Date]. Subsequent installments will be invoiced and due on [Invoice Schedule].
We appreciate your understanding and flexibility in this matter.
Sincerely,
[Your Name]
Revision Due to Tax Exemption
Dear [Client Name],
I hope this email finds you in good spirits.
I am writing to revise our invoice [Invoice Number] for the recent purchase of [Product/Service].
Upon receiving your purchase order, we realized that you are exempt from sales tax in the state of [State Name]. We have therefore revised the invoice to remove the sales tax of [Tax Amount].
The revised invoice amount is now [Revised Amount]. Please find the attached invoice for your reference.
We apologize for any inconvenience this may have caused.
Best regards,
[Your Name]
Revision Due to Payment Error
Dear [Client Name],
I hope you are having a good day.
I am writing to revise our invoice [Invoice Number] for the services rendered during [Project Period].
We recently received a payment of [Incorrect Amount] from you. The original invoice amount was [Original Amount].
We have attached a revised invoice reflecting the outstanding balance of [Outstanding Amount]. Please disregard the previous invoice.
Thank you for your attention to this matter.
Best regards,
[Your Name]
Revision Due to Credit Memo
Dear [Client Name],
I hope you are doing well.
I am writing to revise our invoice [Invoice Number] for the services rendered on the [Project Name] project.
We recently issued a credit memo of [Credit Amount] for [Credit Reason]. This credit has been applied to your account.
The revised invoice amount is now [Revised Amount]. Please find the attached invoice for your reference.
Thank you for your continued business.
Sincerely,
[Your Name]
Revised Invoice Email Sample
What is the communication purpose of an email when revising an invoice?
An email for revising an invoice is used to communicate changes made to an existing invoice, such as correcting errors, updating payment terms, or adjusting the amount due.
What should you keep in mind when creating a revised invoice email?
When creating a revised invoice email, it’s important to:
- Clearly state the invoice number and date being revised.
- Explain the specific changes that have been made to the invoice.
- Provide the updated invoice for reference.
- State the reason or justification for the revisions if necessary.
What are some essential components to include in a revised invoice email?
Essential components to include in a revised invoice email are:
- A professional subject line, such as "Revised Invoice No. [invoice number]"
- A concise and informative body of the email, clearly outlining the changes and providing context
- An attachment of the revised invoice in a standard format like PDF or Excel
- A clear call-to-action, such as requesting the recipient to review and approve the revised invoice
Thanks a lot for reading! I hope this article has been helpful in learning how to craft effective revised invoice emails. If you have any more questions or need further assistance, feel free to visit our website again or reach out to our support team. We’re always here to help you get the most out of your billing and invoicing processes. Take care and see you next time!
