Reusable templates
Invoice Email Templates
Copy an invoice email for sending a bill, following up on payment or requesting a correction. Each includes a subject line and editable placeholders. Replace them, check the amount and due date, and attach the correct document before sending.
Freelancers and small businesses sending their own invoices or checking a supplier’s invoice.
On this page
At a glance
- Use the invoice number in the subject and payment reference.
- Quote the agreed due date, not a deadline invented for the reminder.
- Check the recipient, attachment version and outstanding amount before sending.
Download your format
Files are in English. Choose the version you need below.
Email templates — text file
Original subject lines and editable email text. Replace bracketed placeholders before sending.
Download TXT3 KB · Not applicable · No calculations neededSend the invoice
Keep the explanation short when the invoice already contains the breakdown. Add a purchase-order or project reference only when it helps the recipient route the bill.
Send an invoice for completed work
Subject: Invoice [invoice number] for [project or service] Hi [client name], Please find invoice [invoice number] attached for [work supplied / billing period]. The total is INR [amount], payable by [agreed due date]. The invoice lists the charges and payment details. Please use [invoice number] as the payment reference. Let me know if you need a purchase-order reference or another agreed billing detail added. Thank you, [your name] [business name]
Follow up without assuming a missed payment
Check your own records first. A payment may have been made under a different reference or may still be processing. Use the outstanding balance rather than repeating the original total after a part payment.
Polite reminder after the agreed due date
Subject: Payment reminder — invoice [invoice number] Hi [client name], I am following up on invoice [invoice number] for INR [outstanding amount], which was due on [agreed due date]. I have attached a copy for reference. If payment has already been made, please share the payment date or reference so I can check my records. Otherwise, could you confirm the expected payment date? Thank you, [your name]
Make a correction traceable
Describe the specific change. Do not silently overwrite an issued document or send a second payment request without explaining which version applies. Tax or accounting corrections may require a separate document rather than an edited invoice.
Send a corrected invoice
Subject: Corrected invoice [invoice number] — [brief reason] Hi [client name], Please use the attached corrected invoice for [project / billing period]. I have corrected [specific detail] from the version sent on [date]. [State whether the amount and agreed due date changed.] Please disregard the earlier attachment and keep this version with your records. If the original has already been processed, let me know before making any further payment. Thank you, [your name]
Ask a supplier to correct an invoice
Subject: Correction request for invoice [invoice number] Hi [supplier contact], Could you check invoice [invoice number], dated [date]? The [field or charge] currently shows [current detail]; our agreed record shows [expected detail]. I have attached [relevant order / agreed record] for reference. Please confirm the correction and send the revised document through your usual billing process. Thank you, [your name]
Before you press send
- Confirm the recipient’s billing address from your own trusted records.
- Replace every bracketed placeholder and remove any sentence that does not apply.
- Open the attachment and compare its invoice number, total, due date and bank details with the email.
- Use a clear filename, for example invoice-EX-001.pdf, and attach only the intended document.
- Keep a copy of the message and attachment. Record any reply or agreed payment date separately.
Common questions
Does OnlineBiller send these emails?
No. Copy the text into your own email application, edit it and send it yourself.
Should a reminder add a late fee?
Do not add a charge merely because a payment is late. Check the agreed terms and applicable requirements before changing an amount.
Can I include bank details directly in the email?
You can use your normal verified billing process. Check the details against your own records and avoid forwarding an unverified request to change a payment account.