Getting paid on time is something that every business desires but only a few businesses enjoy this privilege in real. Especially, small businesses and freelancers often face the issue of late payments. To demand payment for the work they have done, they can reach out to clients in several ways.
Writing an invoice email is one of those ways that is both professional and effective. In this article, free invoice email templates are also available here for you so in both Microsoft Word and PDF formats. So, make sure to scroll down and check out these templates along with other important details.
What is an Invoice Email?
To put it simply, an invoice that is sent to the client through an email to demand payment for work that has already been done for them is known as an invoice email. The invoice email includes brief details of the invoice as well as the invoice itself. However, the invoice is attached to the email usually in a PDF format.
An invoice email is a part of official correspondence between you and your client. Its basic purpose is to let the client know about the payment that they are required to make for a certain product, service, work, project, task, etc.
However, it should be kept in mind that making any such demands should not hurt your relationship with your client. This will be a great loss for you as it will put the reputation of your business or organization at stake too. As happy clients are always the best clients, so make sure to demand payment for your work respectably and professionally.
Benefits of Using an Invoice Email Template
An invoice email usually has a very generic layout. That’s why most businesses create their invoice email template. This makes it easy to send an email with an invoice every time to your clients for the payment of a product or service. Using an invoice email template saves a lot of your template. All you have to do is to change the basic details and you can keep the rest of the email the same as it is.
However, you should keep in mind that if you have done some work for a client that you normally don’t do, then you might have to write your invoice email from scratch. Using an invoice email template is good both for large and small-scale businesses. Having a template will allow you to send an effortless email to a large number of clients.
Using an invoice email template also helps you maintain consistency throughout your messages. You can check the invoice email samples available for use on the web. However, this page also contains some easy-to-use invoice email templates that you can get both in word and PDF formats. All you have to do is to download the template in the desired format and it is yours to use. You can easily customize it by entering your particular details and sending the invoice email to your clients very quickly.
Simple Invoice Email Template
TEXT VERSION
Subject: Invoice No. [Invoice Number] for [Product/Service] Due on [Date]
Dear Mr. / Mrs. [Last Name of the Recipient],
I hope you are fine and fit. This is to inform you that I have attached with this email the invoice for [mention brief details of the Product/Service]. The invoice number is [mention Invoice Number] and the due amount is [mention Amount]. The said invoice is due on [mention Due Date].
You can make the payment via check or online transfer. Feel free to reach out to me if you have any relevant queries.
Sincerely,
[Sender’s Name]
[Sender’s Designation]
[Contact Details]
TEMPLATE
Printable Invoice Email Sample
TEXT VERSION
Subject: Invoice No. GZD-6761 for Installation of Dyeing Machine due on 01/11/2022
Dear Mrs. Roberta,
I hope you are doing great. Please find attached to this email the invoice for the installation of the dyeing machine that was completed on 10/10/2022. The invoice number is GZD-6761 which is due on 01/11/2022 and the due amount is $1000.
You can make the payment via check or online transfer. You can always contact me if you have any questions or want to make any clarifications.
Sincerely,
Eric Robinson
Sales Manager
111-222-5487
TEMPLATE
Follow-Up Invoice Email Sample
TEXT VERSION
Subject: Invoice No. [Mention Invoice Number] for [Product/Service] is due soon on [mention Date]
Dear Mr. / Mrs. [Last Name of the Recipient],
I hope you are well. I am writing this email only to inform you that invoice no [mention Invoice Number] for the [mention Product/Service] will be due soon on [mention Date]. I have attached again the original invoice with this email for your convenience. Feel free to contact me if you have anything to ask.
Sincerely,
[Sender’s Name]
[Sender’s Designation]
[Contact Details]
TEMPLATE
Past-Due Invoice Email Template
TEXT VERSION
Subject: Past-Due Invoice [mention Invoice Number] for [Product/Service] due on [mention Date]
Dear Mr. / Mrs. [Last Name of the Recipient],
I hope you to be fine. This is to inform you that we have not yet received the payment against the invoice number [mention Invoice Number] for the [mention Product/Service/Project]. The due amount is [mention Amount] and the invoice was due on [mention Due Date].
It will be great if you can confirm to us when we can expect to receive the payment. Please let us know if there is a problem in paying the due amount so we can reach out for some mutual agreement. Feel free to contact me anytime via the given below contact details.
Sincerely,
[Sender’s Name]
[Sender’s Designation]
[Contact Details]
TEMPLATE
How to Write an Invoice Email?
Invoice email is an important document that every business must have. So, it must be created or written carefully. You should be careful about the wording, format, and layout of the invoice email. You can also use the invoice email templates that are given here on this page. However, if you want to know how to write an invoice email from scratch, here are a few quick tips that you should keep in mind:
- The format of your invoice email should be personalized and relevant to the type of work or business you do.
- Add a subject line that grabs the attention of the client so that your email should not get ignored. In case of an invoice email, you can simply write the subject line as “Invoice [mention Number] for [Product/Service/Project] Due on [mention Due Date]”.
- Add formal greetings and salutations.
- Begin writing the body of your email in a pleasant tone. You can use phrases like “Hope you are doing great” or “I hope you are fine and fit”. Adding this kind of pleasant touch to your email will make it more personalized and effective.
- Throughout the email, adapt a simple yet professional language. Try not to use any complex words or jargon that distort the basic purpose of the invoice email.
- Demanding payment for your services or products is your right but make sure to do that in a respectful manner. The tone of your email message should be polite and courteous.
- Ensure you have provided some basic details of the invoice in the body of the email. These basic details include:
- invoice number,
- amount,
- due date,
- a brief description of products sold or services provided,
- payment instructions
- Attach the digital invoice with the email rather than including the invoice in the body of the email. Most commonly, the invoice attached to the email is in PDF format as it is compatible with almost all devices.
- In the case of writing the past-due invoice email, you should provide the possible options to your clients to facilitate them in making payments.
- Thoroughly proofread your invoice email before sending it to your client.