Sample Email Letter for Sending Invoice: A Guide for Small Business Owners

Are you tired of sending out invoice after invoice with no response or payment in sight? Well, the solution to your problem may be simpler than you think – a well-crafted email. Yes, that’s right, an email can make all the difference in getting paid on time and maintaining a professional image.

To make things even easier for you, we have put together a sample email letter for sending invoices that you can use as a template and edit as needed. With just a few tweaks, you can personalize your email to fit your brand and communicate effectively with your clients.

But before we dive into the template, let’s talk about why emails are the ideal way to send invoices. Firstly, emails are a quick and convenient mode of communication that most people prefer these days. Secondly, an email ensures that the invoice reaches the right person, reducing the risk of lost or misplaced bills. And lastly, emails are great for maintaining a record of communication and payment history.

So without further ado, here’s a sample email letter for sending invoices that you can use:

Dear [Client],

I hope this email finds you well. As per our agreement, I am sending you the invoice for [insert project/service/goods]. The total cost is [insert amount] and payment is due within [insert deadline]. Please find the attached invoice for your reference.

If you have any queries or concerns regarding the invoice, please do not hesitate to contact me. I would be more than happy to discuss with you and address any issues. I would also appreciate it if you could confirm receipt of this email.

Thank you for your continued business and prompt attention to this matter.

Best regards,

[Your Name and Contact Information]

And there you have it! With a little personalization and a few clicks, you can send out professional invoices that get paid on time. Don’t forget to keep a copy of all your emails and payment records to track your progress.

If you need more templates or examples, don’t hesitate to search online or ask for advice from professionals in your industry. With a bit of effort, you can create an efficient invoicing system that saves you time and money in the long run.

The Best Structure for Sending Invoices via Email

When it comes to sending invoices via email, it’s important to structure your email in a clear and concise manner so that your clients know exactly what they’re receiving and how to pay for it. The following is a recommended outline for an effective invoice email:

Opening Greeting

Start your email with a formal greeting, such as “Dear [Client Name],” or “Hello [Client Name],” to establish a respectful and professional tone. Make sure to use the correct client name, as using a wrong name can be a turn-off for clients.


Begin your email with a brief introduction that explains the purpose of your email. This introduction should communicate the invoice you’re sending and the reason behind it. For instance, if you’re sending an invoice for services you provided, you can introduce the email by saying something like “I’m reaching out to provide an invoice for the design services we provided for your company’s website.”

Itemization of Services and Charges

The next paragraph should provide a breakdown of the charges included in the invoice. Be specific about the services provided, the dates worked, and the hourly or project rates. Your clients should know exactly what they’re being charged for. You can use bullet points to break down the costs and make the information easily readable.

Payment Information and Deadline

Once you’ve outlined the invoice details, it’s important to provide your client with payment information. Specify the payment method, such as bank transfer, PayPal, or credit card payment, and provide the necessary payment details. It’s also essential to include a payment deadline to avoid late payments. In this section, you should provide your contact information and let your clients know that they can get in touch with you if they have any questions or concerns.


End your email with a polite, professional closing and a positive message. Thank your clients for their business, and express your hope that the invoice process will go smoothly. You can also mention that you’re looking forward to working with them again in the future.

Overall, a well-structured and organized invoice email can enhance your clients’ payment experience and reduce the likelihood of late payments or misunderstandings.

7 Sample Email Letters for Sending Invoice

Invoice for Freelance Services

Greetings Mr. John,

Thank you for choosing my services as a freelance marketer. Attached to this email is the invoice for the marketing services I provided on your company’s behalf. This invoice is due in 7 days from the date of this email.

If you need any further clarification or have any questions, please don’t hesitate to reach out to me. I appreciate your business and look forward to working with you again in the future.

Best regards,


Invoice for Monthly Subscription

Hello Mrs. Maria,

Thank you for your continued business with our software company. Attached, please find the invoice for your monthly subscription. We request payment within the next 14 days to ensure uninterrupted access to our services.

If you have any concerns, don’t hesitate to contact us. We’d be happy to assist you. Thank you for your business, and we look forward to serving you in the future.

Warm regards,

The XYZ Company

Invoice for Late Payment Fees

Dear Mr. Samuel,

We’re sorry to inform you that we have to charge you a late payment fee for the past due payment on the services provided to your company. The amount due for the invoice and the late fee has been outlined in the attached invoice.

Please ensure prompt payment for the due amount to avoid any further fees and complications. Thank you for your understanding in this matter.


The Billing Department, ABC Corp

Invoice for Additional Services

Dear Ms. Gina,

We appreciate your continued business with our marketing firm. We would like to inform you that you have requested additional services for your marketing campaign, and the invoice is attached to this email. We request payment within 14 days of the invoice date.

If you have any concerns about the invoice or the additional services, kindly reach out to us. We’d be happy to clarify any confusion you might have. Thanks again for choosing our firm.

Best regards,

The Marketing Team, ABC-Marketing

Invoice for One-Time Service

Greetings Ms. Linda,

We’re pleased that you chose our virtual assistant services recently. Attached to this email is the invoice detailing the amount due for the service provided. We request payment within 14 days of the invoice date.

If you have any questions about our service or the invoice, don’t hesitate to let us know. We’d be happy to provide further details. Thanks again for your business.


The Virtual Assist Team

Invoice for Annual Subscription

Hello Mr. David,

Thank you for choosing our annual subscription plan for the cloud storage services. Please find the invoice attached to this email. We request payment within 30 days of the invoice date.

If you have any concerns about the service or the invoice, feel free to reach us through the support email or contact number provided on our website. We appreciate your business and look forward to serving you in the coming year.

Best regards,

The Cloud Storage Team

Invoice for a Deposit

Greetings Mr. Peter,

Thank you for choosing our web development services. As discussed, we require a deposit before starting the project. Please find the attached invoice, detailing the deposit amount, and payment instructions included. Your balance due will be required upon completion of the project.

If you have any questions about the invoice or anything else, please don’t hesitate to contact us. We’re excited to work with you on this project.

Best regards,

The Web Development Team, ABC Tech

Tips for Writing a Stellar Invoice Email

As a business owner or freelancer, sending invoices is an essential part of your day-to-day work. However, sending an invoice email that is clear, professional and prompt can make all the difference when it comes to getting paid on time. In this article, we’ve compiled a list of tips for crafting a stellar invoice email that gets the job done.

1. Keep it simple and concise

When it comes to invoice email, keep the email simple and to the point. Organize your email in clear, easy-to-read sections. Start with a courteous greeting, include the invoice number, state the amount due, and provide the deadline for payment. Be careful not to clutter your email with unnecessary information that could distract from your message.

2. Personalize the email

While keeping the email clear and concise, try to incorporate a personal touch in your message. This humanizes your business to your client and reinforces a professional relationship between you two. Use the client’s name, and acknowledge their business or accomplishments. Remember to keep this brief and professional.

3. Send the invoice in an accessible format

Make sure to send the invoice in a format that is easy to access and understand. Creativity is appreciated, but don’t make the reading of your invoice email complicated. Consider attaching your invoice to the email, and have it be a commonly used file type like PDF or Excel. Alternatively, you can format the invoice within the email itself, as long as it is clear and easy to read.

4. Provide clear payment instructions

Make sure to provide clear payment instructions in the invoice email. Include information on your preferred payment method, payment terms (whether it’s due on receipt or has a payment deadline), and your business details. This establishes your expectations and demonstrates professionalism on both your part and your clients.

5. Follow-up and send reminders

If you have not received payment within the period, consider sending a follow-up email or a payment reminder. This helps to expedite the payment process and also reinforces your commitment and attentiveness to their business and the project. Additionally, automated follow-up tools like Wave invoice reminders help you keep track of your invoices and schedules, allowing for smoother and more efficient work.

In conclusion, a good invoice email is easy to read, contains the right amount of information, and fosters a strong professional relationship between you and your client. The tips we’ve listed will go a long way in making sure your invoices are paid on time and with a positive response.

FAQs for Sample Email Letter for Sending Invoice

What is the purpose of sending an invoice email?

The purpose of sending an invoice email is to request payment for goods or services that have been provided. It serves as a reminder to the recipient of their responsibility to pay for the services or products that have been rendered.

What should be included in the subject line of the email?

The subject line of the email should be clear and concise, indicating that an invoice is enclosed. It should also include the invoice number and any other relevant information that the recipient may need to identify the invoice.

What information should be included in the body of the email?

The body of the email should include a brief introduction, a statement of the purpose of the email, the invoice number and date, the amount due, and any other relevant information that the recipient may need to know.

How should the invoice be attached to the email?

The invoice should be attached as a PDF file to ensure that it can be opened and read by the recipient. Alternatively, the invoice can be included in the body of the email itself, as a plain-text document or embedded image.

What is the best time to send an invoice email?

The best time to send an invoice email is as soon as possible after the goods or services have been provided. This helps to ensure that the recipient has ample time to review the invoice and make the necessary payment arrangements.

How should the payment terms be communicated in the email?

The payment terms should be clearly communicated in the email, including the due date and any penalties or fees for late payments. It is also advisable to include instructions for making the payment, such as bank account details or a link to an online payment portal.

What should I do if the recipient does not respond to my invoice email?

If the recipient does not respond to your invoice email within a reasonable amount of time, it may be necessary to send a follow-up email or make a phone call to inquire about the payment status. If necessary, consider seeking legal advice to recover the outstanding balance.

Is it okay to personalize the email with a greeting and closing?

Yes, it is perfectly acceptable to personalize the email with a greeting and closing, such as “Dear [recipient’s name]” and “Thank you for your prompt attention to this matter.” This adds a personal touch to the email and helps to build a good business relationship with the recipient.

Should I include a copy of the invoice in the package delivered to the client?

Yes, it is always a good practice to include a copy of the invoice with the package delivered to the client. This helps to ensure that the recipient has a physical copy of the invoice and can refer to it when making their payment.

Wrapping It Up

And there you have it folks! A sample email letter for sending invoices. We hope that this article has been helpful and valuable to you. Remember, it’s important to keep your communication professional yet personable. Thanks for taking the time to read this and we encourage you to visit our site again for more useful tips and tricks. Stay safe and happy invoicing!