Writing invoices how to formulate a friendly invoice text

Many invoice texts seem like requests for payment: monotonous and impersonal. Of course a bill is not a pleasant mail, but nevertheless a bill text can be formulated in a sovereign, clear way and without bureaucratic German.

Introduction of the invoice

The less you had to do with the customer personally, the more neutral the invoice text can be. But what if you have worked intensively with the customer? Instead of jumping right in and immediately asking for payment of the invoice amount, you can start with thanks. For example, a nice way to start is:

"Thank you very much for your order! We were happy to work for you."

Examples of request for payment

Many companies use the following phrase as a request for payment: "For the work we have performed and the material we have supplied, we take the liberty of invoicing the following service: …" This text is too long. Customers usually read over such long texts and only look at the invoice amount. The text of the invoice may be short and simple. The following variant is better:

"For our work and the material we charge you the following amount: . "

You should also not use this frequently used text: "We have provided the following goods and services in accordance with the order placed with us and will charge you …" The phrases "in accordance with" and "hereinafter" are antiquated. The sentence is much too complicated. Simplify here as well:

"Thank you very much for your order. We will charge you for the following services …"

And another sentence from the mothballs: "In the following, we take the liberty of charging, according to our offer of …"A cumbersome sentence that sounds stiff and obsequious. You have provided a service, you don’t need permission to do so, so you may invoice. It is better to use this wording:

"Thank you for choosing our offer. The job is now done and we calculate …"

Unwords in invoice texts

Unwords in invoice texts are for example "remain", "herewith", "referring" or "as ordered". The gap-filler term "enclosed" is also widespread: "Enclosed you will receive our invoice for the service rendered." Better write directly:

"For our service we will charge you …"

Examples of closing sentences in invoices

You can say thank you at the end of the invoice or wish the customer much pleasure with the new product. Or you may ask for a referral:

"If you were satisfied with our cooperation, please recommend us to others!"

"We thank you for your trust and good cooperation. We appreciate your recommendation."

"Are you satisfied with our service? Then recommend us. If not, then tell us."

Greeting formula in invoice texts

As a rule, an invoice does not have to be signed. Only individual professions such as lawyers or tax consultants have to sign invoices. On the other hand, an invoice with a salutation and signature can have a more personal effect.

If you write a greeting formula in your invoice text, do without the outdated phrase "… remain with kind regards". You certainly can’t go wrong with a formal greeting: "Sincerely yours" or "Kind regards". It becomes more personal with the greeting formula "Best regards to …"

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