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The right way to Write an Bill Electronic mail [Free Template]

Realizing how one can write an bill e-mail is a essential think about getting paid on time. Your foremost aims are to let the recipient know what you need in a transparent, concise, and well mannered method. Sometimes despatched as attachments, you’ll want a standardized e-mail bill template to function a quick cowl letter and streamline your effectivity. 

Right here at Twilio SendGrid, we’ve Electronic mail Writing 101 greatest practices and free templates to avoid wasting time and complications along with your important day-to-day duties. Proceed studying for tips about bill emails, specifically, in addition to a free bill e-mail template you should utilize instantly. We additionally threw in bonus e-mail templates for bill reminders and past-due invoices. 

Ideas for writing an bill e-mail

With our e-mail template for invoices, you received’t actually need writing ideas. Merely fill within the blanks to personalize and create the right ready-to-send e-mail! Nonetheless, for the sake of thoroughness, we’re going to incorporate a number of factors right here to light up why we opted for this specific bill and receipt template.

Forestall surprises with clear pricing and common correspondence

Even with the right template, reactions to your bill e-mail will be unfavorable. You’ll be able to keep away from delays and dissatisfaction out of your shoppers by committing to transparency in your pricing construction and speaking any variations in expectations forward of time. If there are main modifications to the anticipated whole, you’ll must ship a preliminary e-mail describing why the upcoming bill deviates from the beforehand agreed-upon quantity. 

Higher nonetheless, in the event you see obstacles to fulfilling your finish of the contract as deliberate, pause your exercise and talk about choices with the consumer to remove over-budget surprises. 

Maintain your e-mail easy however pleasant 

Whereas the purpose of your e-mail is to receives a commission, any kind of normal correspondence with a consumer is a chance to solidify a relationship. You don’t want to speak about your weekend plans or ask your consumer what’s for dinner tonight. Nonetheless, you do need to personalize the e-mail with the consumer’s title, specific gratitude for the enterprise, and supply adequate data to your consumer to really feel comfy with the transaction. You’ll discover our template makes use of easy language and expresses these factors in as few sentences as doable.

Plan for contingencies

Chasing funds is an unlucky actuality for many individuals who ship bill emails. Even sincere persons are busy, forgetful, and maybe juggling a number of monetary obligations. To not point out, emails can land in a spam folder or arrive on the unsuitable inbox. Chances are you’ll think about sending invoices a month earlier than the due date, with a pleasant reminder despatched 1 or 2 weeks forward of time in the event you haven’t instantly obtained fee for the bill. 

As well as, you could must create a past-due bill template or 2 to organize for the time {that a} consumer doesn’t pay promptly. Previous-due bill emails are typically a bit extra formal and agency whereas sustaining courtesy. 

Why use an bill e-mail template?

A enterprise e-mail ought to take not more than 5 minutes to ship. If it takes longer than that, or in the event you’re sending out quite a few invoices, there is no such thing as a substitute for a fast, simple bill receipt template that reduces this time all the way down to 30 seconds or much less. 

Freelancers and small enterprise house owners usually wrestle to receives a commission in a well timed method. Whereas there are quite a few causes for delay, an easy-to-understand e-mail bill template typically instructions larger consideration, clarifies fee phrases, and alleviates a lot of this trouble.

Electronic mail template for invoices

Ideally, you’ll create your precise bill as a downloadable PDF that makes it simple for shoppers to print, save, and add to their accounting software program. The next ship bill e-mail template will be personalized for what you are promoting and inserted into the topic line and physique of the e-mail.

Commonplace e-mail template for invoices

Topic line: Bill #[NUMBER] for [PRODUCT/SERVICE] due on [DATE]


I hope you’re effectively. Please see hooked up bill #[NUMBER] for [PRODUCT/SERVICE] due on [DATE]. Be happy to achieve out if in case you have any questions.

Sort regards,



BONUS Comply with-up bill e-mail reminder template

Topic line: Bill #[NUMBER] for [PRODUCT/SERVICE] is due quickly on [DATE]


I hope you’re effectively. It is a pleasant reminder that the hooked up bill #[NUMBER] for [PRODUCT/SERVICE] is due in [TIME FRAME] on [DATE]. Please let me know if in case you have any questions.

Thanks for what you are promoting,



BONUS Previous-due bill e-mail template #1

Topic line: Overdue bill #[NUMBER] for [PRODUCT/SERVICE] due on [DATE]

Expensive [CLIENT NAME],

I hope you’re effectively. We’ve but to obtain fee for bill #[NUMBER] for [PRODUCT/SERVICE], which was due [NUMBER] days in the past on [DATE]. Please tell us after we can anticipate to obtain fee, and be happy to achieve out if in case you have any questions or considerations.

Sort regards,



BONUSPrevious-due bill e-mail template #2

Topic line: Bill #[NUMBER] for [PRODUCT/SERVICE] **PAST DUE**

Expensive [CLIENT NAME],

Hooked up is an bill for the [PRODUCT/SERVICE] supplied on [SERVICE/RECEIPT DATE], which was due on [DUE DATE]. 

Please be aware {that a} late price of [AMOUNT] will apply, and the overall quantity due is now [TOTAL]. 

Funds are acceptable through PayPal, Venmo, Apple Pay, or at [WEB PORTAL LINK].

In case you want, you could mail a test made out to [YOUR NAME OR BUSINESS] to:


Please let me know when to anticipate fee and if there are any extra questions or considerations.



The right way to ship an bill over e-mail

After getting your template, it’s simple to ship your bill over e-mail by:

  • Including a standardized topic line in order that the consumer can simply discover and find it
  • Inserting the template into the physique of the e-mail
  • Customizing open fields of the template
  • Attaching the pending bill by clicking on the paper clip image and finding the file
  • Proofreading the e-mail to make sure you haven’t missed any fields
  • Sending now or scheduling a time through your utility programming interface (API)  

We extremely advocate utilizing an API like Twilio SendGrid as a part of your course of, as you may design a template, take a look at variations, auto-schedule emails, and observe responses. In case you’re in enterprise for your self, you’ll discover a extensive assortment of sources on our web site, together with free retail buy receipt e-mail templates that save time and trouble for busy freelancers and enterprise house owners.  

Ship what you are promoting bill emails with Twilio SendGrid

Twilio SendGrid presents a straightforward, intuitive platform for creating templates and sending bill emails. We offer the muse so that you can construct profitable e-mail campaigns at scale, together with creating, testing, and monitoring invoices for a number of shoppers. 

By automating extra of your course of, you’ll guarantee what you are promoting bill emails meet applicable requirements and get delivered error-free, permitting you to focus your consideration and energy on including worth to what you are promoting. Go to our Electronic mail API web page to be taught extra!  



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