Receiving an incorrect invoice can sometimes be unavoidable, but what can be done to rectify the situation efficiently? Writing a polite and professional email requesting a revised invoice can make a significant difference in ensuring prompt and accurate resolution. Here’s a sample email template to guide you in addressing this issue effectively.
Best Structure for Request Revised Invoice Email Sample
When sending a request for a revised invoice via email, it’s important to be clear and concise in your communication. Here is a suggested structure for an effective email:
- Subject Line: Clearly state the purpose of the email, such as “Request for Revised Invoice.”
- Greeting: Start the email with a polite greeting, addressing the recipient by name if possible.
- Introduction: Briefly explain why you are requesting a revised invoice and provide any relevant context or background information.
- Details: Clearly outline the errors or changes that need to be made on the invoice. Provide specific details such as invoice number, date, and items that need to be revised.
- Request: Politely ask the recipient to please issue a revised invoice with the necessary corrections.
- Closing: Thank the recipient for their attention to this matter and provide your contact information in case they need to reach you.
- Sign-off: End the email with a professional sign-off, such as “Best regards” or “Sincerely.”
By following this structured approach, you can increase the likelihood of getting a prompt and accurate response to your request for a revised invoice.
| Example Structure: |
|---|
| Subject Line: Request for Revised Invoice |
| Greeting: Hi [Recipient’s Name], |
| Introduction: I hope this message finds you well. I am writing to request a revised invoice for invoice number 12345, dated [Date], as there are some errors that need to be corrected. |
| Details: The errors on the invoice include incorrect quantities for items X and Y, as well as an outdated unit price for item Z. Please see the attached document for reference. |
| Request: Could you please issue a revised invoice with the necessary corrections at your earliest convenience? |
| Closing: Thank you for your attention to this matter. Should you have any questions or need further information, feel free to contact me at [Your Contact Information]. |
| Sign-off: Best regards, [Your Name] |
Request Revised Invoice Email Samples
Example 1: Incorrect Quantity on Invoice
Dear Accounting Team,
I noticed that the quantity on invoice number A123456 is incorrect. The correct quantity should be 50 units instead of 30 units. Could you please revise the invoice to reflect this change?
Thank you for your attention to this matter.
Best regards,
[Your Name]
Example 2: Wrong Billing Address on Invoice
Dear Accounts Receivable,
I received invoice number B789012 with the wrong billing address. The correct billing address should be [Correct Address]. Could you kindly update the invoice with the correct information?
Thank you for your prompt attention to this request.
Warm regards,
[Your Name]
Example 3: Missing Discounts on Invoice
Dear Finance Department,
I have reviewed invoice number C345678 and noticed that the applicable discount was not included. Please revise the invoice to reflect the discount amount of [Discount %/$].
Thank you for your cooperation in correcting this oversight.
Sincerely,
[Your Name]
Example 4: Incorrect Product Description on Invoice
Dear Billing Department,
I have received invoice D901234 and noticed that the product description does not match the actual product purchased. Could you please amend the invoice with the correct product description?
Thank you for your attention to detail in resolving this matter.
Best regards,
[Your Name]
Example 5: Duplicate Charges on Invoice
Dear Accounts Payable,
Upon reviewing invoice number E567890, I noticed duplicate charges for the same item. Kindly remove the duplicate charges and provide a revised invoice reflecting the correct amount.
Thank you for your prompt action on this matter.
Warm regards,
[Your Name]
Example 6: Missing Payment Information on Invoice
Dear Billing Team,
Invoice number F123456 is missing the payment information, including the bank account details for wire transfer. Please update the invoice with the necessary payment information.
Thank you for your assistance in ensuring timely payment processing.
Sincerely,
[Your Name]
Example 7: Incorrect Currency on Invoice
Dear Accounts Receivable,
I received invoice number G789012 with the wrong currency listed. The correct currency should be [Correct Currency]. Please send a revised invoice with the corrected currency information.
Thank you for your attention to this matter.
Best regards,
[Your Name]
How can I properly request a revised invoice via email?
To request a revised invoice via email, it is essential to be clear and concise in your communication. Start by addressing the recipient directly and politely explain the reason for requesting the revision. Provide specific details such as the invoice number, the incorrect information that needs to be revised, and any supporting documentation if necessary. Clearly state your desired outcome and the deadline for receiving the revised invoice. Thank the recipient for their attention to this matter and provide your contact information in case they need further clarification or assistance. Remember to keep your tone professional and courteous throughout the email to ensure a positive response.
Thanks for taking the time to read our sample email for requesting a revised invoice! We hope it was helpful and that you can now confidently reach out to vendors when needed. Remember, it’s always okay to ask for clarification or updates on invoices. Feel free to visit our website again for more tips and tricks on navigating the world of business communication. See you soon!