How to Write an Invoice Email

Writing an invoice email starts with a clear and professional structure that ensures your client knows exactly what they are being charged for, when the payment is due, and how to pay. Use a concise subject line that includes the word “Invoice” and the invoice number, followed by a polite greeting addressing the client by name. Clearly state the purpose of the email, specifying the invoice number, due date, and total amount. Include a brief breakdown of the services or products provided, and provide detailed payment instructions with acceptable methods and deadlines. Finally, attach the invoice as a PDF, close professionally, and follow up if necessary.

Use a Clear and Professional Subject Line

The subject line is the first thing your client sees, so make it concise and informative:

• Include the word “Invoice”
• Add the invoice number for easy reference
• Optional: Include the client name or project

Examples:

• Invoice #1023 – ABC Marketing
• Invoice #45 for Web Design Services – Due Sept 30
• Payment Request: Invoice #789 – Consulting Services

Tip: Avoid vague subject lines like “Payment” or “Your Invoice” to prevent emails from being overlooked.

Start with a Polite and Professional Greeting

Begin the email with a friendly, professional greeting:

• Address the specific contact person responsible for payments.
• Maintain a professional tone while keeping it approachable.

Examples:

• Hi Sarah,
• Hello John,
• Dear Ms. Johnson,

Tip: Avoid generic greetings like “To Whom It May Concern,” which can feel impersonal.

State the Purpose Clearly

In the opening paragraph, clearly explain that the email contains an invoice. Include the invoice number, due date, and total amount.

Example:

I hope you’re doing well. Please find attached Invoice #1023 for the web design services completed for ABC Marketing. The total amount due is $1,200, payable by September 30, 2025.

Tip: Being upfront about the purpose helps the client quickly understand the action required.

Provide a Brief Description of Services or Products

Include a short breakdown of the services or products included in the invoice. This helps clients verify the charges and reduces questions.

Example:

Tip: Keep this section concise but detailed enough to prevent confusion.

Include Payment Instructions

Clearly outline how the client can pay. Include:

• Accepted payment methods: bank transfer, PayPal, credit card, etc.
• Account details or links to online payment portals
• Due date and late fee information if applicable

Example:

Payment can be made via bank transfer to:
Account Name: ABC Consulting
Account Number: 123456789
Bank: XYZ Bank
Please ensure payment is made by September 30, 2025. A late fee of 2% per month applies to overdue invoices.

Tip: Providing multiple payment options can increase the likelihood of prompt payment.

Add a Professional Closing

End the email politely and professionally:

• Thank the client for their business
• Invite them to reach out if they have questions
• Include your signature with contact details

Example:

Thank you for your business! Please let me know if you have any questions regarding this invoice.

Best regards,
Jane Smith
ABC Consulting
Email: jane@abcconsulting.com | Phone: (123) 456-7890

Attach the Invoice Properly

Always attach the invoice as a PDF to maintain formatting and prevent editing:

• Name the file clearly: Invoice_1023_ABC_Marketing.pdf
• Ensure the attached file matches the invoice number mentioned in the email
• Check the file before sending to confirm it opens correctly

Tip: Avoid sending editable files like Word documents; PDFs are more professional and secure.

Follow Up if Necessary

Even with a well-written invoice email, some clients may forget or delay payment. Create a follow-up schedule:

• First reminder: 3–5 days after the due date
• Second reminder: 7–10 days after the first reminder
• Final reminder: 2–3 weeks after the due date, possibly including a phone call

Example Follow-Up Email:

Hi Sarah,

I wanted to follow up on Invoice #1023, which was due on September 30, 2025. The total outstanding amount is $1,200. Please let me know if there’s any issue with processing this payment.

Final Tips for Writing Effective Invoice Emails

• Keep emails concise and professional
• Use consistent branding and tone across all communications
• Always double-check invoice numbers, amounts, and attachments
• Consider using invoicing software or a free invoice generator to streamline the process

Bonus Tip: Tools like DepositFix Invoice Generator allow you to create professional invoices quickly and attach them to emails in minutes, ensuring accuracy and polished formatting.