Sending out invoices is a crucial part of any business transaction. However, sometimes a mistake happens, or circumstances change, requiring you to send a revised invoice. This article provides a comprehensive guide and a practical Revised Invoice Email Sample to help you navigate this process with clarity and professionalism.
Why Sending a Revised Invoice Matters
When you need to correct an error or update an invoice, sending a revised version is essential for maintaining accurate financial records and ensuring clear communication with your clients. The importance of sending a revised invoice promptly cannot be overstated. It prevents misunderstandings, avoids potential disputes, and demonstrates your commitment to accuracy and customer satisfaction.
A well-crafted revised invoice email should clearly state the purpose of the email and highlight the changes made. Here's what you might typically include:
- A clear subject line
- A polite greeting
- Reference to the original invoice
- A clear explanation of the changes
- The revised invoice attached
- A call to action or next steps
- A professional closing
Failing to send a revised invoice can lead to several issues, including:
| Potential Issue | Impact |
|---|---|
| Incorrect Payment | Client pays the wrong amount, leading to follow-ups or short payments. |
| Record Discrepancies | Your accounting records do not match the client's, causing reconciliation problems. |
| Damaged Trust | Frequent errors can erode client confidence in your business. |
Revised Invoice Email Sample for Correcting a Typo
Subject: Revised Invoice - [Invoice Number] - Correction for [Your Company Name]
Dear [Client Name],
Please accept this email as a correction to our invoice [Invoice Number], originally sent on [Date of Original Invoice].
Upon review, we discovered a minor typo in the item description for [Specific Item]. The correct description should read "[Corrected Item Description]".
We have attached a revised copy of the invoice for your records. All other details, including the total amount due and the payment due date, remain the same.
We apologize for any inconvenience this may cause.
Sincerely,
[Your Name]
[Your Company Name]
Revised Invoice Email Sample for Adding a Service
Subject: Updated Invoice - [Invoice Number] - Additional Service - [Your Company Name]
Dear [Client Name],
This email is to provide an updated version of our invoice [Invoice Number], originally issued on [Date of Original Invoice].
We are adding a new service to this invoice: [Name of Additional Service] for [Amount]. This addition reflects the recent agreement to include [Brief description of the additional service].
Please find the revised invoice attached, reflecting the updated total amount and details. The new due date for this updated invoice is [New Due Date].
Thank you for your continued business.
Best regards,
[Your Name]
[Your Company Name]
Revised Invoice Email Sample for Removing a Service
Subject: Revised Invoice - [Invoice Number] - Service Adjustment - [Your Company Name]
Dear [Client Name],
Following our recent discussion, we are revising invoice [Invoice Number], which was sent on [Date of Original Invoice].
We have removed the service "[Name of Removed Service]" from the invoice as per your request. The total amount due has been adjusted accordingly.
The revised invoice is attached to this email. Please disregard the previous version.
We appreciate your understanding.
Sincerely,
[Your Name]
[Your Company Name]
Revised Invoice Email Sample for Changing Pricing
Subject: Updated Invoice - [Invoice Number] - Price Adjustment - [Your Company Name]
Dear [Client Name],
This email is to inform you of an update to our invoice [Invoice Number], originally sent on [Date of Original Invoice].
Due to [Reason for Price Change, e.g., a change in supplier costs], the price for [Specific Item or Service] has been adjusted. The new price is [New Price].
The revised invoice, reflecting this change and the updated total, is attached. Please use this new version for your payment.
We apologize for any inconvenience this adjustment may cause.
Regards,
[Your Name]
[Your Company Name]
Revised Invoice Email Sample for a Discount Applied
Subject: Revised Invoice - [Invoice Number] - Discount Applied - [Your Company Name]
Dear [Client Name],
We are pleased to provide you with a revised version of invoice [Invoice Number], originally dated [Date of Original Invoice].
As agreed, we have applied a discount of [Discount Amount or Percentage] to this invoice. This has adjusted the total amount due.
Please find the revised invoice attached, which details the discount. The new payment due date remains [Due Date].
Thank you for your continued partnership.
Best regards,
[Your Name]
[Your Company Name]
Revised Invoice Email Sample for an Accounting Error
Subject: Corrected Invoice - [Invoice Number] - Accounting Correction - [Your Company Name]
Dear [Client Name],
Please disregard our previous invoice [Invoice Number], sent on [Date of Original Invoice]. We are issuing a corrected version.
We identified an accounting error in the original invoice. The corrected invoice has been prepared to accurately reflect the charges for [Briefly mention what was incorrect, e.g., quantities or tax calculation].
The corrected invoice is attached for your review. We sincerely apologize for this oversight and any confusion it may have caused.
Sincerely,
[Your Name]
[Your Company Name]
Revised Invoice Email Sample for Extended Payment Terms
Subject: Revised Invoice - [Invoice Number] - Extended Payment Terms - [Your Company Name]
Dear [Client Name],
This email contains a revised version of invoice [Invoice Number], originally issued on [Date of Original Invoice].
Following our discussion, we have extended the payment terms for this invoice. The new due date is now [New Due Date].
Please find the revised invoice attached with the updated payment deadline. All other invoice details remain unchanged.
We appreciate your understanding and flexibility.
Regards,
[Your Name]
[Your Company Name]
Revised Invoice Email Sample for Reissuing Due to Loss
Subject: Reissued Invoice - [Invoice Number] - Original Lost - [Your Company Name]
Dear [Client Name],
We are reissuing invoice [Invoice Number], originally sent on [Date of Original Invoice].
It appears our previous invoice may not have reached you, or it may have been misplaced. We are sending a fresh copy to ensure you have it for your records.
The details on this invoice are identical to the original. Please find the reissued invoice attached.
If you have already made the payment, please disregard this email.
Thank you,
[Your Name]
[Your Company Name]
Revised Invoice Email Sample for a Final Statement with Adjustments
Subject: Final Revised Invoice - [Invoice Number] - Account Reconciliation - [Your Company Name]
Dear [Client Name],
Please consider this email as the final revised invoice for [Period or Project], invoice number [Invoice Number], originally sent on [Date of Original Invoice].
This revision incorporates all agreed-upon adjustments, including [mention any specific adjustments like credits, late fees, or further charges], to provide a clear and final statement of your account.
The attached revised invoice reflects the final outstanding balance of [Final Amount Due]. The due date for this final payment is [Final Due Date].
We trust this provides a complete overview. Thank you for settling your account.
Sincerely,
[Your Name]
[Your Company Name]
Effectively communicating changes to an invoice is just as important as sending the initial one. By using a clear and professional Revised Invoice Email Sample, you can ensure your clients are informed, reduce potential confusion, and maintain strong business relationships. Remember to always double-check your revised invoices for accuracy before sending them out.