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Fast and secure invoice processing for every organization.
Fast and secure invoice processing for every organization
An invoice letter is a short, business-oriented message that accompanies an invoice. It clearly outlines what the invoice is about and what action you expect from the recipient. A well-written invoice letter helps prevent misunderstandings and leads to faster payments.
On this page, we’ll show you how to write an invoice letter step by step. You’ll find best practices, formatting tips, and an example of an invoice letter that you can use for your own business communications.
Table of contents:
An invoice letter is a formal but friendly cover note you send with an invoice—either by email or in print. It makes the invoice more personal and transparent and reinforces the key payment details. A clear and professional invoice letter format builds trust and reduces the chance of delays.
Use the six steps below to create a professional invoice letter that fits your business:
Start with a blank document or email template. Include your logo, company name, and tone of voice. A consistent layout adds professionalism and saves time.
Top left corner:
Clearly address the invoice to the correct contact. Include:
Use a personal salutation and a brief introductory line:
Dear Mr. Johnson,
I hope this message finds you well.
Go straight to the point. Let the recipient know what the invoice is for and what is expected.
Please find attached invoice 2023-015 for website maintenance in August. Payment is due within 14 days. A 5% discount applies if paid on time.
For any questions, contact [email address or phone number].
Thank you in advance,
[Signature]
[Your name]
Attachment: Invoice 2023-015
Need inspiration? Here’s a clear and professional example of an invoice letter:
Many accounting programs provide standard templates for invoices and reminders. Convenient, but they often lack the flexibility and personal touch needed to achieve real results. Payt takes it a step further.
Our software integrates seamlessly with your existing accounting system, ensuring that all invoices are automatically followed up. At the same time, you never lose oversight or control: you decide the pace and the tone of communication.
With Payt, you benefit from:
Want to experience it yourself? Schedule a demo or download the brochure to get started.
An invoice letter is sent with the original invoice, explaining the details in a clear, friendly manner. A reminder is sent after the due date to follow up on unpaid invoices.
It’s not legally required, but highly recommended. A well-written letter strengthens your business image and improves payment rates.
Yes. With Payt, you can automate your entire follow-up process, from the initial invoice letter to the final unpaid invoice letter, saving time and improving consistency.
Use the client’s name and adjust your tone depending on your relationship. Formal for new clients, more casual for recurring ones.
Our resources include templates and tips for any situation—from first contact to a final invoice past due letter. Check out our article on how to write an invoice letter for detailed guidance.
