When composing a letter to issue a credit note to a client, clarity and politeness are essential. Clearly state the purpose of the letter, including details such as the purchase order number, credit note number, amount, material description, and invoice number. Politely request acknowledgment of the letter and prompt release of the payment. Avoid unclear language and ensure all necessary details are included for efficient communication.
Sample Letter for Issuing Credit Note
To,
_____________ (Receiver’s Name),
_____________ (Receiver’s Address)
Date: __/__/____ (Date)
Subject: Credit Note
Dear Sir/Madam,
With reference to the material supplied by us against our purchase order No. ________, please find enclosed credit note_________ (Credit Note No.) for ________ (Amount). Being the amount against supply of ______________ (material description) against our Invoice __________ (Invoice Number) as the material was________________ (mention details – returned due to damage during transit/ incorrect billing information/any other)
You are requested to acknowledge the receipt of the letter and arrange to release our ________ (payment details – balance/partial/complete) payment at the earliest.
Thanking you,
__________ (Signature)
__________ (Name)
__________ (Contact Details)
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