Sending invoices is a crucial part of any business, whether you’re a freelancer or a company. Getting paid on time keeps the lights on! Knowing how to write a clear and professional invoice email is just as important as the invoice itself. This guide will walk you through How To Write An Invoice Email Sample, ensuring your clients understand the details and pay you promptly. Let’s dive in!
Crafting a Killer Invoice Email
A well-written invoice email does more than just deliver a bill; it sets the tone for your business interactions. It should be professional, easy to understand, and leave no room for confusion. Here’s what to keep in mind:
First, make sure your email is clearly structured. Use a clear subject line like “Invoice [Invoice Number] from [Your Company Name]”. This immediately tells the client what the email is about. Secondly, always include a polite greeting, like “Dear [Client Name],” and a brief, friendly introduction. Finally, keep it concise – nobody wants to read a novel! Provide all the necessary information without unnecessary fluff. Remember to attach the invoice as a PDF or another universally accepted format.
Here are some helpful things to include in your email body:
- A brief, polite introduction.
- A clear statement that you’ve attached the invoice.
- A summary of the services or products provided.
Remember to always include a professional closing, such as “Sincerely,” or “Best regards,” followed by your name and contact information. Here’s a simple checklist to make sure you’ve covered everything:
- Subject line that mentions “Invoice” and the invoice number.
- Greeting and introduction.
- Brief description of services/products.
- Attachment of the invoice (PDF is best!).
- Closing with your contact info.
Initial Invoice Email - First Time Sending
Subject: Invoice #1234 from [Your Company Name]
Dear [Client Name],
I hope this email finds you well.
Please find attached invoice #1234 for the [services/products] provided on [date]. The total amount due is $[amount].
Thank you for your business.
Sincerely,
[Your Name]
[Your Company Name]
[Your Contact Information]
Invoice Email with a Friendly Reminder
Subject: Invoice #5678 - Reminder from [Your Company Name]
Dear [Client Name],
I hope everything is going great on your end.
This is a friendly reminder that invoice #5678, which was sent on [date], is now due. The total amount is $[amount]. You can find the invoice attached again for your convenience.
Please let me know if you have any questions.
Best regards,
[Your Name]
[Your Company Name]
[Your Contact Information]
Invoice Email with Payment Instructions
Subject: Invoice #9101 - Payment Instructions from [Your Company Name]
Dear [Client Name],
Here’s the invoice for the [service or product] you received on [date].
The total amount due is $[amount]. You can make a payment via the following methods:
- Bank Transfer: [Bank Name, Account Number, Routing Number]
- PayPal: [Your PayPal Email Address]
- Check: Please make checks payable to [Your Company Name] and mail to [Your Mailing Address]
Please let me know if you have any questions.
Thank you,
[Your Name]
[Your Company Name]
[Your Contact Information]
Invoice Email After a Payment Is Late
Subject: Invoice #1121 - Overdue from [Your Company Name]
Dear [Client Name],
I hope this email finds you well.
I am writing to follow up on invoice #1121, which was due on [date]. The total amount due is $[amount]. I have attached the invoice again for your review.
If the payment has already been made, please disregard this email. If you have any questions regarding the invoice, please let me know.
Thanks,
[Your Name]
[Your Company Name]
[Your Contact Information]
Invoice Email Thanking for Payment Received
Subject: Payment Received - Invoice #1314 from [Your Company Name]
Dear [Client Name],
I hope you are having a great day!
This email confirms that we have received your payment for invoice #1314. Thank you very much for your prompt payment!
If you have any other questions, please feel free to ask.
Sincerely,
[Your Name]
[Your Company Name]
[Your Contact Information]
Invoice Email for a Recurring Service
Subject: Monthly Invoice - Invoice #1516 from [Your Company Name]
Dear [Client Name],
I hope all is well.
Attached is invoice #1516 for the monthly [service] provided to you. The total amount due is $[amount].
Please note that our payment terms are [payment terms, e.g., Net 30 days].
Thank you for your continued business.
Best regards,
[Your Name]
[Your Company Name]
[Your Contact Information]
Mastering how to write an invoice email is a vital skill. Following these tips and sample templates will help you create professional and effective emails that increase your chances of getting paid on time. Remember to personalize the emails to match your brand and client relationships. Good luck!