Also Attached My Offer Letter Again Here.

7 Min. Read

How to Write a Winning Invoice Letter in 8 Easy Steps: A Guide for Pocket-sized Businesses

1. Hub
2. Invoicing
3. How to Write a Winning Invoice Alphabetic character in 8 Easy Steps: A Guide for Small-scale Businesses

March 28, 2019

Small businesses need to exist paid on fourth dimension to maintain cash flow. It'due south important to find ways to get paid faster. Entrepreneur recommends being articulate about payment schedules and costs from the beginning. Good communication sets customer expectations and helps go payments to you faster.

Ane way to do this is to include a winning invoice letter with your invoice. A proficient invoice letter of the alphabet sets a professional only friendly tone that establishes when payment is due and who to accost with whatever questions.

The format of an invoice letter of the alphabet should exist that of a standard business letter. In this article, we'll walk you through the steps to write i.

Need an invoice template? FreshBooks has complimentary downloadable invoice templates for small businesses to make invoicing even easier.

In this article, we'll cover:

• Get a Template
• Insert Your Address
• Add the Date
• Include the Recipient Address
• Add together a Salutation
• Write the Body of the Letter
• Write the Closing
• Mention Attachments

ane. Get a Template

To write an invoice letter of the alphabet for payment, you tin can apply a blank certificate. Or yous can download a business letter template. MS Part has a simple free template you can download for Word.

Open whatever word processing software yous prefer and open either your template or create a new blank document.

two. Insert Your Accost

Skip this step by printing your invoice on company letterhead.

If y'all don't have letterhead, write your name or company name and your full address (street address, city, state and nil lawmaking) at the top of the letter. Align the text to the left.

Standard address format:

Name
Company
Street Address
City Land Zip Code

For example:

Jenna Michaels
Hollywood Groomers
64 Sunnyside Road Ste 400
Beverly Hills CA 90201

This convention follows U.S. Post guidelines. Delight note there are no punctuation and one space between each word or number, except where at that place is two spaces betwixt the state and nothing code.

iii. Add together the Date

Add either the date the invoice was written or completed if you wrote the alphabetic character over a number of days.

Apply American engagement format: calendar month, mean solar day, year.

• For instance: Jan 1, 2020.

Write the date i line beneath your address. If your address is left justified, the appointment should also be on the left. If you're using letterhead, center the appointment, says the Purdue University Online Writing Lab.

iv. Include the Recipient Address

Add the recipient's address below the date. Include the recipient'south name, title, company and address. Make sure you include the street accost, city, state and zip code. It should be left justified and one line below the date.

It's best to include a specific proper name here. Entrepreneur recommends that you double check who you're supposed to send your invoice to. This is especially critical at larger companies where you lot may need to send your invoice directly to the finance department or a third political party hired to handle payments.

Contact your client to discuss who will be making the payment, who your invoice should be addressed to and who, if anyone, you lot should copy on the invoice. Accost the invoice letter of the alphabet to the chief person making the payment.

Personal Titles

When calculation a contact name, you may exist wondering what championship to use. Standard personal titles are Mr., Ms., Mrs. and Dr.

Women tin exist addressed as Miss, Mrs., or Ms. When in uncertainty, use Ms.

5. Add a Salutation

Now information technology's time to open up the letter of the alphabet. Use the same name and personal title every bit included in the recipient address. Include a salutation under the recipient accost.

If you know the recipient well, you tin use their first name only. If not, apply their personal championship and last name. Add together a colon at the terminate.

For instance:

• Dear Anne:
• Honey Ms. Smith:

Not certain of the recipient'southward gender? Information technology's okay to include their total proper noun instead, such equally:

• Dear Anne Smith:

6. Write the Body of the Letter

Unmarried infinite your letter and left justify your paragraphs. You don't demand to use a beginning-line indent. Include a blank line between each paragraph.

In terms of the content, the writing should be as clear and concise as possible.

Outset, include a friendly opening. Here's a sample:

• I hope that y'all're well.

And then, get right to the point:

• Please find attached invoice [number] for [projection proper name].
• Your order of [order details] has been shipped. Please detect attached an invoice for these items.
• Please observe attached an invoice for [insert amount].

Now add some payment details, such equally:

• A reminder of my payment terms: payment is due on January 20, 2020. In that location'south a five percent discount if you submit payment in 15 days.
• Please send payment via check or straight deposit.
• Please annotation we accuse a late fee of 5 percent per week.

It's best to list the right contact in case they have any questions:

• If you have whatsoever questions nigh your invoice, please contact [name] at [contact details].
• I'll be dorsum in the office next calendar week if you have any questions or concerns.
• For project matters, delight contact [name] at [contact details]. For billing concerns, please contact [name] at [contact details].

Now add a friendly line:

• Give thanks you for your business.
• It's been a pleasure working with you.
• I wait frontward to standing to work with you in the future.
• Delight permit me know if we tin can assist y'all again in any manner.
• We capeesh the opportunity to do business with you.

And finally:

• Please confirm that this invoice has been received.

vii. Write the Closing

The endmost is one line after the last line of the body. But the first give-and-take should exist capitalized and a comma should be added at the end. If a signature is existence added, include iv blank lines betwixt the sign off and your proper noun.

For case:

Thank y'all,

Jenna Michaels

8. Mention Attachments

Attachments, in this case your invoice, are also called enclosures. Write "Enclosures" 4 lines below your closing. Y'all can either simply add together the number of attachments or list them past name.

For example:

• Enclosures: 3
• Enclosures: Invoice 001, Preliminary Drawings, 3D Model

Your invoice alphabetic character is at present almost set to get. Before sending information technology, be sure to proofread information technology thoroughly for spelling or grammar mistakes.

People also inquire:

• How to Write a Cover Letter for an Invoice
• How to Write an Invoice Email

How to Write a Encompass Letter for an Invoice

A encompass letter of the alphabet for an invoice is essentially an invoice alphabetic character. Follow the steps above to write a professional business organization alphabetic character.

Here are some additional tips to writing a comprehend letter, according to the University of Wisconsin-Madison:

• Information technology should be i page only
• Tailor your cover letter to the client. Accost specific project details and timelines. Mention whatever further invoices to come.
• Avert jargon. Use the active voice and short sentences. Exist clear. Convey respect for the client and professionalism.
• Focus on the aim of your letter: to get paid. Include the reason for the invoice and the total due in the starting time paragraph of the body of the letter. Ever include contact information so a customer can address any concerns about the invoice immediately.
• Each paragraph of the body should be focused effectually a single point
• Proofread your piece of work. Ask a trusted colleague or friend to do this.

This commodity has tips on how to write an invoice for freelance work or as a pocket-sized business plus invoice wording examples.

How to Write an Invoice Email

Here'due south how to write an email with an invoice attached. Emails are often much less formal than business letters only they should still exist professional and well-written.

Here's an case:

Hullo [insert customer name],

Please observe fastened an invoice for [insert project name].

Thanks for your business. If you take any questions about your invoice, please contact [proper name] at [contact details].

Best,

[insert your proper name]

This commodity covers exactly how to transport an invoice via email.

---

RELATED Manufactures

potterhaviculd.blogspot.com

Source: https://www.freshbooks.com/hub/invoicing/writing-invoice-letters

Share this post