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A business invoice cover letter is a letter that accompanies an invoice and provides additional information or context about the invoice. Here is an example of a basic invoice cover letter:
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Sample 1 - Business Invoice Cover Letter
[Your Company Name]
[Your Address]
[City, State ZIP Code]
[Email Address]
[Phone Number]
[Date]
[Recipient Name]
[Recipient Company Name]
[Recipient Address]
[City, State ZIP Code]
Dear [Recipient Name],
We are pleased to submit our invoice for the services rendered on [date of service]. The invoice total is [invoice total]. We appreciate your business and look forward to continuing to work with you in the future.
If you have any questions or concerns, please do not hesitate to contact us at [phone number or email address]. Thank you for your prompt payment.
Sincerely,
[Your Name]
Sample 2 - Business Invoice Cover Letter
[Your Company Name]
[Your Address]
[City, State ZIP Code]
[Email Address]
[Phone Number]
[Date]
[Recipient Name]
[Recipient Company Name]
[Recipient Address]
[City, State ZIP Code]
Dear [Recipient Name],
We hope this letter finds you well. As per our agreement, we are submitting our invoice for the project we completed on [date of completion]. The total amount invoiced is [invoice total], which includes [list of items or services included].
Please let us know if you have any questions or need any further information. We would be happy to provide it. We would also appreciate your prompt payment so that we can continue to provide you with the best service possible.
Thank you for your continued business.
Sincerely,
[Your Name]
Note: The above samples are just a guide, you can modify and add more information to your invoice letter, like terms of payment, payment due date, and any other details that you think is important to include.
Frequently Asked Questions (FAQs)
1.What is the purpose of a business invoice cover letter?
Answer: A business invoice cover letter is a letter that accompanies an invoice and provides additional information or context about the invoice.
It serves to inform the recipient of the invoice about the details of the invoice, such as the total amount due, the services or products provided, and the payment terms. It also gives the recipient an opportunity to ask questions or raise any concerns about the invoice.
2. What information should be included in a business invoice cover letter?
Answer: A business invoice cover letter should include the following information:
- The sender’s name and contact information
- The recipient’s name and contact information
- The date the letter is being sent
- The invoice number and the date the invoice was generated
- A brief description of the services or products provided
- The total amount due
- Payment terms, including the due date and any discounts or incentives offered
- Contact information for any questions or concerns
3. How should a business invoice cover letter be formatted?
Answer: A business invoice cover letter should be formatted like a standard business letter, with the sender’s contact information at the top, followed by the recipient’s contact information, the date, and a salutation.
The body of the letter should provide a brief overview of the invoice and the payment terms, and should be followed by a closing and the sender’s signature.
4. How do I address a business invoice cover letter?
Answer: A business invoice cover letter should be addressed to the person who is responsible for paying the invoice at the recipient’s company. This could be the finance manager, the accounts payable department, or another person with that role.
The letter should be addressed to the specific person by name, if possible, and should include their title and the company’s name and address.
5. How do I follow up on an unpaid invoice?
Answer: If an invoice remains unpaid, it’s appropriate to follow up with the recipient to inquire about the status of the payment. This can be done by email, phone, or letter.
It’s important to remain professional and polite when inquiring about an unpaid invoice, and to avoid being confrontational or accusatory.
You can state that you were just following up to check if there were any questions or issues regarding the invoice, and you’re happy to help out.