What to Write in an Invoice Email
The message you send with an invoice should make it easy for the customer to understand what the attachment is, what they need to pay, and when payment is due. It does not need to be lengthy or overly formal. A short, polite, and informative email is usually the most effective approach. Using a consistent structure can also save time whenever you issue a new invoice.
This guide is part of our Sending Invoices and Customer Communication Guide hub.
What should an invoice email say?
An invoice email should explain that an invoice is attached and identify the work, product, or project it relates to. It may also include the invoice number, total amount, due date, and payment method.
The customer should be able to understand the purpose of the email within a few seconds.
Start with a polite greeting
Begin with a simple greeting using the customer's name where possible. Hello James or Hi Priya is suitable for most business relationships.
For a more formal customer, you may prefer Dear Mr Smith or Dear Accounts Team. Match the tone to the way you normally communicate with that customer.
Explain that the invoice is attached
The first sentence should clearly state that the invoice is attached. Avoid making the customer search through the message to understand why you are contacting them.
For example, you could write: Please find attached invoice 1082 for the design work completed in July.
Mention the amount and due date
Including the total amount due and payment deadline can make the email more useful. It gives the customer the essential information without requiring them to open the attachment immediately.
For example: The total amount due is £725, with payment requested by 14 August 2026.
Include payment information when useful
The full payment instructions should appear on the invoice, but the email can include a short reminder. You might mention the accepted payment method or the reference the customer should use.
For example: Payment can be made by bank transfer using invoice 1082 as the reference.
Invite the customer to ask questions
A short sentence inviting the customer to contact you can make the email feel more helpful and professional.
You could write: Please let me know if you have any questions about the invoice or require any additional information.
End with a professional closing
Finish the email with a polite closing such as Kind regards, Best regards, or Thank you.
Include your name and, where appropriate, your business name, telephone number, or other contact details.
Simple invoice email example
A straightforward invoice email could say: Hi Morgan, please find attached invoice 1082 for the photography services completed on 18 July 2026. The total amount due is £600 and payment is due by 1 August 2026. Please let me know if you have any questions. Kind regards, Taylor.
This example is short but still includes everything the customer needs.
Formal invoice email example
For a formal customer, you could write: Dear Accounts Team, please find attached invoice 1082 relating to the consultancy services supplied during July 2026. The amount due is £1,250 and the payment deadline is 15 August 2026. Payment instructions are included on the invoice. Please contact me if any further information is required. Kind regards, Taylor Morgan.
A formal tone may be suitable when invoicing larger organisations, government bodies, or new business customers.
Friendly invoice email example
For a customer you know well, the message can be slightly warmer while remaining professional.
For example: Hi Jamie, I hope you are well. I have attached the invoice for the work completed this month. The total is £480 and it is due by 31 July. Thanks again, and please give me a message if you need anything.
Invoice email for a deposit
When requesting a deposit, clearly explain what the payment secures and when it is due.
For example: Please find attached the deposit invoice for the kitchen installation scheduled to begin on 12 August 2026. The deposit amount is £900 and payment is required by 5 August to confirm the booking.
Invoice email for completed work
When invoicing after a project has been completed, refer briefly to the completed service.
For example: Please find attached the final invoice for the website redesign completed on 22 July 2026. Thank you for choosing us for the project.
Avoid unnecessary detail
The invoice itself should contain the full description of the charges, payment terms, tax information, and totals. The email only needs to introduce the attachment and highlight important information.
Long paragraphs can make the key payment details harder to notice.
Check the tone before sending
Read the email once before sending it. Make sure it sounds polite, clear, and confident. Avoid language that feels apologetic about requesting payment for completed work.
You are sending a normal business document, so the wording should be friendly without suggesting that payment is optional.
Use a reusable invoice email template
Saving a reusable template can make invoicing faster and more consistent. Leave spaces for the customer name, invoice number, service, amount, and payment due date.
Always review the template before sending so that old customer details or invoice numbers are not included by mistake.
Keep invoice emails clear and professional
A good invoice email should tell the customer what the invoice relates to, confirm that it is attached, and explain when payment is due. It should also give the customer an easy way to contact you with questions.
Keeping the message brief and consistent helps you communicate professionally and makes each invoice easier for customers to process.
Frequently asked questions
What should I write when sending an invoice?
State that the invoice is attached, mention what it relates to, provide the invoice number, amount and due date where useful, and end with a polite closing.
How long should an invoice email be?
An invoice email is usually only a few sentences long. It should provide the key information without repeating every detail shown on the invoice.
Should I say please when sending an invoice?
Yes. Polite language is appropriate, but the message should still be clear and confident about the payment required.
Do I need to include the payment due date in the email?
It is not essential if the date is clearly displayed on the invoice, but including it in the email can make the payment deadline easier to notice.
Can I reuse the same invoice email template?
Yes. A reusable template can save time, but you should update and check all customer, invoice, amount, and date details before sending it.
Should I thank the customer in an invoice email?
Yes. A short thank you can make the message feel professional and positive, especially after completing a project or delivering a service.
Create an invoice to send to your customer
Use InvoiceAtlas to create a clear professional invoice, download it as a PDF, and attach it to your invoice email.
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