Invoice Letter Template

How to Write an Invoice Letter?

Here is how you should prepare an Invoice Letter for Payment:

1. Include the details of your business - the name of the company, its mailing address, telephone number, and your own name if you have been assigned this particular client and this is not the first letter you send them.
2. Greet the letter recipient. Depending on your common practice, you can send the document to the entire entity or address it straight to the accounting department. Alternatively, you may send the letter to an independent accounting firm that supervises the finances of the organization.
3. Explain the purpose of the letter right away - you want the customer to send you a payment for the products you have sent them or the services you have rendered. If the goods were shipped or delivered to the client, you need to indicate that in writing. List applicable methods of payment to give the client a choice - you may accept a deposit into your bank account (list its details in the letter) or they can send you a check or money order. If you represent a small business, it is possible to accept cash as well.
4. Indicate the details of the invoice in the letter or create a separate document. The invoice must list the names of the seller and the buyer, the description of the goods and services, their price, and the terms of payment. Make sure you include the deadline for payment to protect yourself from accumulating unpaid invoices. If you enclose an invoice and this letter simply introduces the main document, do not forget to refer to the attachment in the body of the statement.
5. If the client has ignored your previous attempts to contact them and you have spent weeks trying to reach out to them because the payment was due a long time ago, you may draft an Unpaid Invoice Letter. In this case, it is recommended to mention the agreement you have signed with the customer and remind them about your readiness to apply penalties and maybe even file a lawsuit if they do not contact you immediately upon receiving an Overdue Invoice Letter and send you the required payment. Note that it would be better to send a Past Due Invoice Letter via certified mail to obtain a receipt as proof you made an effort to request your money and to safeguard your interests especially if the sum of money the client owes you is large.
6. Whether you manage a small business or you handle hundreds of invoices on behalf of a large store, prioritize the personalization of every document. You should not only include the name of the client but in some instances even refer to your previous discussions and possible issues either of you may have encountered while dealing with the order or the services in question.
7. Finish the letter with a friendly line - you may say that it has been a pleasure to work with the client and you are looking forward to future cooperation - and sign the document.

Still looking for a particular template? Take a look at the related templates and samples below:

• Sample Payment Request Letter;
• Payment Reminder Letter Template;
• Balance Due Letter Template.