When writing a letter informing about an incorrect invoice received, clarity and politeness are crucial. Begin with a formal greeting, clearly state the issue(s) found in the invoice, and request correction. Specify any discrepancies such as incorrect address, tax rate, or item description. End the letter with appreciation. Avoid unclear language and ensure all necessary details are included for an effective communication.
Sample Letter to Vendor Regarding Issue in Invoice
To,
___________
___________
___________ (Receiver’s details)
Date: __/__/____ (Date)
Subject: Request for correction in Invoice
Dear Sir/ Madam,
We are in receipt of your Invoice _____________ (Invoice No.) dated _______ (date) against our purchase order no._________ for supply of ________ (Item description).
We would like to inform you that while processing your Invoice we have found the following issue/ issues within the Invoice provided: (Mention whichever is applicable – Our address mentioned is wrong/Tax rate is incorrect/ our tax identification number is incorrect/ item description is incorrect / freight charges added, same was not in PO /quantity mismatch from PO/ other reason)
We would request you to kindly correct the above and provide us with the revised Invoice.
Thanking you.
Regards,
__________ (Your Name)
__________ (Contact Number)
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Sandeep Bhandari