Invoicing is an essential aspect of a business, and choosing an effective method makes a whole lot of difference. Once you can craft and properly format an invoice template for email, you can get invoices faster to customers in anticipation of faster payments. Getting payment from clients is a significant issue with businesses around the world, including the US, Britain, and Australia. Some businesses spend an average of 25-30 days chasing after late payments.
However, a master of email invoicing might save the day and improve responses from your clients. An invoice is an itemized list of goods shipped/service rendered, and it usually specifies the price of the business transaction.
Elements of an invoice template for email
Crafting an invoice email template may be similar to a professional email, but there are apparent differences in the structure of both formats. The template should have a subject line that includes the client name, contact address, and phone number. The invoice number is also included in this section to track the account receivable. Then, follow it with a body starting with a salutation and brief message, notifying the client about the attached invoice in the email.
See below typical information in an invoice template for email:
- Subject: [Your business’ name]: invoice [invoice number]
- Hi [Recipient’s first name]
- I hope you are well.
- I just wanted to drop you a quick note to remind you that [amount owed on invoice] in respect of our invoice [invoice reference number #006001] is due for payment on [date due].
- I would be really grateful if you could confirm that everything is on track for payment.
- Best regards
Tips for creating and sending invoice templates for email
If you want to create an invoice template for email, it must carry relevant information about your transaction while you adhere to the best practices in crafting the mail. See some useful tips in keeping your writing brilliant in preparing and sending an invoice template for email.
1. Make it prompt with the invoice template for email
Being prompt in crafting and sending your invoices shows that you are a professional. It saves you from having your customers feeling isolated, which may hinder a recurrent business transaction. Customers are likely to respond to your invoice when they receive invoices not long after delivery of goods and services.
2. Make it simple with the invoice template for email
You can be professional and simple at the same time. There’s no point crafting a long-winded email laced with too much formality that turns off a customer. A professional invoice template for email should include just enough information for clients to clear payment. A clear and concise invoice would prevent miscommunication and enhance faster response. Here are a few tips to keep it simple.
- Be specific
- Choose simple phrasing
- Eliminate fluff and avoid rambling
- Avoid redundancy and edit the writeup
3. Adopt an intuitive format with the invoice template for email
Your invoice template for email becomes easier to understand when you adopt an intuitive format in carting the body of the email. You may consider the following tips to achieve that:
- Use transitional words and phrases
- Try one idea per paragraph and one idea per sentence
- Include bullet points and lists when necessary
- Answer your recipient's questions
4. Personalize the template with the invoice template for email
Email personalization goes beyond addressing your client's by their name. A personalized email isn't an automated response, it comes from an actual person, and 74% of marketers say targeted personalization increases customer engagement by 20% in sales. You could add some personalization touches of the subject line to your invoice template for email to increase the open rate.