A cover letter on an invoice can be tricky to write. Luckily there are a few guidelines that you can follow to ensure that your cover letter is up to par for any invoice!
- Begin by having a header that includes your company name, address, phone number, and logo.
- Address the cover letter either to the company or the main point of contact for the company you’ve been working with.
- Begin the body of the letter with an explanation of what is enclosed, with a specific list that names each item enclosed (supporting documentation). An example is “the enclosed invoice provides a detailed description of the work performed to repair/reconstruct _____ at _____ location.”
- Address where the payment should be made. “Please forward your payment to our accounting department (include address and phone number).”
- Try to anticipate any questions that your client will have about the invoice such as unusual or added fees.
- Create a brief explanation of everything your invoice includes (labor, materials, etc.)
- Add the name and phone number of the person or persons that should be contacted if there are any further questions of discrepancies with the invoice.
- Finish the letter with a note of appreciation for their business. “We greatly appreciate the opportunity to do business with you. If you have a similar project in the future, we hope you will consider _____(business name).”