how to write an email with invoice attached

3 min read 05-02-2025

how to write an email with invoice attached

Sending invoices via email is now standard practice. A well-crafted email ensures timely payment and reflects positively on your business. This guide will walk you through creating professional emails with attached invoices. We'll cover everything from the subject line to the closing, helping you craft emails that get paid quickly.

Crafting the Perfect Invoice Email: A Step-by-Step Guide

Here's a structured approach to writing an email that includes an invoice:

1. Subject Line: Clear and Concise

Your subject line is crucial. It should instantly tell the recipient what the email contains. Avoid ambiguity. Good options include:

Invoice [Invoice Number] for [Client Name]
Payment Due: Invoice [Invoice Number] for [Project/Service]
Invoice #[Invoice Number] - [Date]

Avoid vague subjects like "Important!" or "Reminder." These are less likely to be opened promptly.

2. Professional Salutation

Address the client professionally. Use their name if possible:

"Dear [Client Name],"

If you only have a company name, a formal salutation like "Dear Sir/Madam" is acceptable.

3. Body of the Email: Keep it Brief and Informative

The email body should be concise and professional. Here's a suggested structure:

Greeting: Start with a polite greeting.
Reference: Clearly state the invoice number and date. Mention the project or service the invoice relates to. For example: "This email contains invoice #1234, dated October 26, 2024, for the website redesign project."
Amount Due: Specify the total amount due. This helps avoid confusion.
Payment Terms: Clearly state the payment terms (e.g., due date, accepted payment methods). "The total amount due is $500, payable within 30 days of the invoice date."
Call to Action: Politely remind them of the payment due date and how to pay. For example: "Please remit payment by [due date] using the payment methods listed below."
Contact Information: Include your contact information for any questions.

Example Email Body:

Dear John,

This email contains invoice #1234, dated October 26, 2024, for the website redesign project. The total amount due is $500, payable within 30 days of the invoice date. Please remit payment by November 25, 2024, via [Your Payment Methods].

Please let me know if you have any questions.

Sincerely, [Your Name]

4. Attaching the Invoice: Double-Check!

Before sending, carefully check that you've attached the correct invoice. Name the file clearly (e.g., "Invoice_1234_ClientName.pdf").

5. Professional Closing and Signature

Use a professional closing like "Sincerely," "Regards," or "Best regards." Include your full name, title, and contact information in your email signature.

6. Proofread Carefully

Before hitting send, meticulously proofread your email for any typos or grammatical errors. A well-written email reflects professionalism and attention to detail.

Handling Late Payments: A Graceful Approach

If an invoice is overdue, send a polite reminder email. This could include:

A friendly reminder of the outstanding invoice.
The total amount due and the original due date.
A new due date with a late payment fee, if applicable (clearly stated in your terms and conditions).

Avoid aggressive or threatening language. Maintain professionalism, even when dealing with late payments.

Using Email Templates for Efficiency

Consider using email templates to streamline the process. This saves time and ensures consistency in your communication. Many email clients and software programs offer template options.

Best Practices for Invoice Email Delivery:

Use a professional email address: Avoid using personal email accounts.
Choose a reliable email service: Gmail, Outlook, and others have robust features.
Check for deliverability issues: Test your emails to avoid landing in spam folders.
Consider using an invoicing software: This can automate invoice creation and emailing.

By following these steps, you can create professional and effective invoice emails that improve your payment collection process and project a positive image for your business. Remember to always prioritize clear communication and professionalism.