HOW TO WRITE AN INVOICE LETTER

how to write an invoice letter

Doing business and selling products or services to clients requires a professional invoice. Many of you are familiar with the term already.

Here we are giving you the insight to write a perfect invoice letter to your clients or customers.

What is an invoice letter?

An invoice letter is a standard business letter to specify the payment details and ask the recipient to complete the necessary transaction within the stated time.

The letter helps in:

  • Keeping records
  • Request timely payments
  • Track sales
  • Predict future sales

Steps to write an invoice letter are:

Now we will move step by step to elaborate the process of writing an invoice letter.

1.  PICK AN INVOICE TEMPLATE:

 For writing an invoice letter, you may need an invoice template.

You can:

  • Use a blank document or download a business letter template.
  • Open word processing software
  • Open the template or create a new blank document.

2. INSERT COMPANY’S ADDRESS:

If you are using a company’s letterhead, you don’t need to follow this step, but otherwise, you will follow.

Things you need to follow are:

  • Write your or your company’s name.
  • Your full address

(including street, city, state, and zip code)

  • All this will come at the top of the letter.
  • Align the text to the left

Standard Format:

The standard format for writing the address in your invoice letter is:

Name

Company

Street Address

City State Zip Code

Example:

Peter Jane

Z Tabs

20 Supply Road Street123

Abbottabad CA  10201

NOTE:

There are no punctuations, along with one space between each word.

There are two spaces between the state and zip code.

3. INSERT DATES:

You need to mention complete dates, including:

  • the date of writing the invoice
  • The due date of payment 

Follow the American date format:

  • Month  
  • Day
  • year

Example:

September 1, 2020.

  • Things to remember:
  • Write the date one line below your address.
  • If the address is on the left side, then the date should also be on the left.
  • In the case of the letterhead, the date should come to the center.

4. ADD RECIPIENT’s ADDRESS:

You need to add the recipient’s address below the date and to the left.

For this, include:

  • Recipient’s name
  • Title
  • Company
  • Address ( street address, city, state, and zip code)

To include a specific name in the invoice is best. It is important to double-check to who you are supposed to send your invoice.

Take security precautions and discuss with your client who will receive your invoice. You need to address the invoice letter to the primary person making the payment.

Add individual titles ads :

Mr.

Mrs.

Ms.

Dr.

Use Miss or Ms for women.

5. ADD SALUTATION:

The salutation is an essential part of the invoice letter, as it shows a friendly gesture.

The letter’s opening uses the same name and personal title as included in the recipient’s address.

Add salutation under the recipient address.

Use their first name only if you know the recipient well. If not, then use their title and last name only by adding the colon at the end.

Example:

  • Dear Jane:
  • Dear Ms. Jane Smith:

If you are not sure about the gender, then use the full name instead, such as:

  •  Dear Jane Smith:

6. LETTER BODY:

Justify your paragraph to the left and add a single space only.

Don’t use a first-line indent.

Add a blank line between each paragraph.

Try to write as clearly and concisely as possible.

Friendly opening:

  • I hope that you are doing well.

Move to the point:

  • Tell them about the attached documents.
  • Give details of shipment of the order.

Payment details:

  • A reminder of payment date
  • Offer a discount on the payment.
  • Sending payment options, via check or direct deposit
  • Notify about the charges of late fee

Contact details for queries:

  • Name and contact details for the invoice 
  • Official meeting
  • Name and contact details for project or service queries
  • Name and contact details for billing queries

Friendly line:

  • Use nice words like:
  • Thank you
  • Pleasure
  • Look forward
  • Appreciate etc

Final confirmation:

Write a confirmation note about receiving an invoice.

7. CLOSING OF LETTER:

Letter closing includes:

  • Closing should be of one line.
  • Write the first letter of the first word in capital.
  • Add a comma at the end.
  • In the case of signature, leave four blank lines between your name and signature.

Example:

Thank you,

Jane Smith

 8.ADD ATTACHMENTS:

Write ‘Enclosures’ four lines below your closing.

     (Enclosures are the attachments)

You can simply number the attachments or list them accordingly.

RULES FOR WRITING A COVER LETTER FOR AN INVOICE:

The invoice cover letter is very important. While writing  a cover letter, keep these points in your mind:

  • It should be on a single page only.
  • Mention accurate project details and timelines
  • Use active voice
  • Short sentences
  • Sentence clarity
  • Show respect for clients.
  • Stress the purpose of the letter
  • Avoid irrelevant details
  • Focus only on the target
  • Crosscheck your letter

HOW TO WRITE AN INVOICE EMAIL:

Here I will give you the insight to write emails with your invoice attached.

Usually, emails are not much formal, but you should be professional and organized while dealing with your business matters.

Example For Invoice via Email:

Hello / Hi (client’s name)

Kindly find an attached invoice document ( project name)

(Use friendly gestures like) thanks for your business

(Provide contact details for queries)

Best wishes,

(Your name)

I hope that this article will help you answer your queries regarding,

 ‘How to write an invoice letter.’

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