How to write an invoice email

Learn how to write a professional and effective invoice email to send to your clients.

How to write an invoice email
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Hey there! Invoicing can sometimes feel like a daunting task, but it doesn't have to be.
Sending invoices via email is a quick and convenient way to get paid, and with a well-written invoice email, you can make the process even smoother.
In this blog, we'll cover everything you need to know about writing an invoice email, from creating a template to sending the final product.
So, sit back, grab a cup of coffee, and let's get started!

Why you need to use an invoice email template?

Using an invoice email template has numerous benefits for your business.
Firstly, it saves time and effort as you can use the pre-written email to send invoices to your clients.
Secondly, it helps you maintain consistency in your communication with clients by using the same template for all invoices.
This not only streamlines your process but also presents a professional and organized image to your clients.
Additionally, personalizing your invoice email template with your business information, branding, and signature, can make it even more professional and personalized.
Including your business logo, contact information, and a personalized signature can help build a relationship with your clients and establish trust in your brand.
This personalized touch can also increase the likelihood of prompt payment as it shows that you are invested in the relationship and take your business seriously.

How do I create an invoice email template?

To create an invoice email template, keep it simple and professional. Make sure you include your business information and branding. You can also add a signature that includes your contact information. Here are a few tips to help you create an effective invoice email template:

Keep Your Invoice Email Professional and Simple

Your invoice email should be professional, but also easy to read. Use a clear font, and keep the design simple. Make sure the email is well-organized, with all the information in the right places.

Have a Descriptive Subject Line

The subject line of your invoice email is incredibly important as it is the first thing your client will see and determines whether or not they will open the email.
A clear, concise, and descriptive subject line will grab your client's attention and accurately reflect what the email contains. This not only ensures that your client knows what the email is about, but it also helps to increase the chances of prompt payment.
For example, a subject line like "Invoice for [Company Name] - Due [Due Date]" is straightforward and clear, letting the client know exactly what they can expect from the email.
On the other hand, a vague or misleading subject line like "Important Information" can make the client hesitant to open the email, potentially delaying payment.
So, it is crucial to make sure your subject line is descriptive and accurately reflects the contents of the email.

What do you write in invoice emails?

When writing your invoice email, it's important to include the following information:
  • The amount due: This is the total amount that your client owes for the services or products provided. Make sure it is clearly stated and easily visible.
  • The due date: Include the date by which the payment should be made. This will give your client a clear deadline for payment and help ensure prompt payment.
  • Payment instructions: Provide clear and concise instructions on how the client can make payment, such as bank transfer details or a link to your online payment portal.
  • A thank you message: A small note of appreciation can go a long way in building a positive relationship with your client. Thank them for their business and let them know that you value their partnership.
  • Attach the invoice: Make sure to attach the invoice to your email so that your client can view it easily. The invoice should be in a clear and accessible format, such as a PDF. This makes it easier for the client to view, save, and make payment.

Example invoice email template

Here is an example of an invoice email template:
📮
Subject: Invoice for [Service/Product] on [Date]
Dear [Client Name],
I hope this email finds you well. I am writing to let you know that your invoice for [Service/Product] on [Date] is now available for payment. The total amount due is [Amount].
Please find attached the invoice for your records. If you have any questions or concerns, please don't hesitate to reach out to me.
Payment is due by [Due Date]. If you have any questions about the payment process, please let me know. I have included payment instructions in the attached invoice.
Thank you for your business, and I look forward to continuing to work with you.
Best regards,
[Your Name]

How to personalize your invoice email

Personalizing your invoice email can help build a strong relationship with your client and increase the likelihood of prompt payment. Here are some tips on how to personalize your invoice email:
  • Include your client's name: Adding your client's name to the greeting not only shows that you value their business but also makes the email more personal and less formal.
  • Mention the date of service/product: Including the date of the service or product provided adds a sense of history and context to the invoice. This also helps the client remember what they are paying for and why.
  • Add a thank you message: A small thank you message can go a long way in building a positive relationship with your client. Thank them for their business and let them know that you value their partnership.
  • Include a signature: Your signature should include your business information and contact information, such as your name, title, business name, phone number, and email address. This makes it easy for your client to get in touch with you if they have any questions or concerns.
By personalizing your invoice email, you can make it feel more like a personal interaction rather than a transactional one. This can increase the likelihood of prompt payment and help establish a strong and positive relationship with your client.

How to write a cover letter for an invoice

A cover letter for an invoice is a brief message that accompanies the invoice and provides context and information about the invoice. Writing a cover letter for your invoice email can help provide a clear and concise overview of what your client can expect from the invoice. Here's what to include in your cover letter for an invoice:
  • Brief explanation of the service/product provided: Give a brief overview of the services or products provided to the client. This will help the client understand the context of the invoice and what they are paying for.
  • The amount due: Clearly state the total amount that your client owes for the services or products provided. Make sure it is easily visible and well-defined.
  • The due date: Include the date by which the payment should be made. This will give your client a clear deadline for payment and help ensure prompt payment.
  • Payment instructions: Provide clear and concise instructions on how the client can make payment, such as bank transfer details or a link to your online payment portal.
By including these details in your cover letter for an invoice, you can ensure that your client has all the information they need to make payment quickly and easily.

How do I send an invoice through email?

Sending an invoice via email is a convenient and efficient way to make a friendly reminder and get paid by your clients. To send an invoice through email, you simply need to attach the invoice to your email and send it to your client. It's always a good idea to attach the invoice as a PDF file for easy viewing.
When sending an invoice email, make sure to include all the necessary information, that was mentioned above.
If you're looking for a more streamlined way to send invoices, you can use invoicing software to create and send invoices. This will not only save you time, but also ensure that all your invoices are consistent and professional-looking.

How do I write a formal invoice?

When creating a formal invoice, it's important to make sure that all the necessary information is included and presented in a clear and professional manner. Here are the key components to include in a formal invoice:
  1. Your Business Information: This should include your business name, address, and any relevant contact information such as phone number and email.
  1. The Client's Information: Make sure to include the client's name, address, and any relevant contact information.
  1. Date of Service/Product: This is the date that the service or product was provided.
  1. Description of Service/Product: Provide a clear and concise description of the service or product that was provided. This can include the type of service, the duration, and any specific details that are relevant to the invoice.
  1. Amount Due: This is the total amount that the client is expected to pay for the service or product provided.
  1. Due Date: Specify the date by which the client should make the payment.
  1. Payment Instructions: Provide clear and concise instructions on how the client can make the payment, such as through a specific payment gateway or bank transfer.
  1. Your Contact Information: Make sure to include your contact information so that the client can reach out to you with any questions or concerns.
By including all of these components in your formal invoice, you will be able to clearly communicate the necessary information to your client and ensure that you are paid in a timely manner.

Conclusion

Writing an invoice email can seem intimidating, but with the right approach, it can be a straightforward and professional way to communicate with your clients.
By using a template, personalizing it with your business information and branding, and including all the necessary information, you can ensure that your invoice emails are professional and effective.
 

Written by

Nick Kimel
Nick Kimel

Onigiri Founder