Letter Informing Incorrect Invoice Received – Sample Letter to Vendor Regarding Issue in Invoice

Letter Informing Incorrect Invoice Received – Sample Letter to Vendor Regarding Issue in Invoice

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.

Table of Contents:

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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FAQs

  • Why should I write a letter informing about an incorrect invoice received?
    • Writing a letter informing about an incorrect invoice received is important to ensure accurate record-keeping and payment processing, and to request correction from the vendor.
  • What information should I include in the letter informing about an incorrect invoice received?
    • You should include details such as the invoice number, date, and purchase order number, along with a clear description of the issues found in the invoice and a request for correction.
  • How should I address the recipient in the letter informing about an incorrect invoice received?
    • It is appropriate to address the recipient with a formal salutation such as "Dear Sir/Madam" followed by a clear description of the issue and a polite request for correction.
  • Should I provide contact information in the letter informing about an incorrect invoice received?
    • Yes, it is advisable to provide your name and contact number at the end of the letter for any further communication or clarification regarding the invoice correction.
  • What should I do if I do not receive a response to my letter informing about an incorrect invoice received?
    • If you do not receive a response within a reasonable timeframe, consider following up with the recipient to ensure that the issue has been acknowledged and addressed appropriately.

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