Wrong Invoice Explanation Letter

A wrong invoice explanation letter can be written in two ways. The first one can be written by the buyer explaining that he has received the wrong invoice from the company and a new invoice should be sent with the correct items and payment. A wrong invoice merely means that the information is incorrect. For example, it contains the wrong items list, incorrect billing calculations, or wrong invoice procedures.

Another way to write a wrong invoice explanation letter can be written by the vendor, who intends to explain the wrong invoice sent by his company. He simply apologizes and thanks to the buyer for identifying the error at his end. This explanation letter can be useful for not only maintaining the business relationship with the other party but also speeding the process of getting paid.

Letter 1:

From the buyer explaining that he has received the wrong invoice.

Dear Sir,

This letter is intended to notify you about the wrong invoice that was sent by your company on date 3rd May, 20XX. Invoice number: 00025893-RV did not contain the list of items we purchased from your company.

Upon our business meeting before the procure, we mentioned the list of items to be purchased while you handed over the rate list of your products. We received the same items in our warehouse, but your generated invoice was incorrect. You may have exchanged the invoice with another vendor as we suspect. The listed items were merely not the ones that we bought, and the billing amount was also incorrect.

We believe that this must be an unintended mistake by your team and therefore we expect you to rectify these problems and send us a new invoice with the correct figures. After that, we may continue our payment procedures and look forward to more business together.

We will be waiting for the new invoice.

Yours Sincerely,

Size: 19 KB Word .doc File 2003 & later


Letter 2:

From the seller who is apologizing about sending the wrong invoice.

Dear Customer,

We are writing this letter to express our apology for sending the wrong invoice as your billing calculation, on Date: 21st March, 20XX.

We have checked the invoice number: 00026782 again and counter identified the same problems as listed in your letter under the subject of Request for Revised Invoice. It seems that our billing team miscalculated the number of goods and payment procedures. Although we have the latest automated system in our offices, still the item amount and payment can apprehend common human errors.

We thank you for pointing out these errors at our end. The updated invoice would be attached to this letter and we can comprehend the payment with your next purchase. Our business relationship with your company is utterly important and we appreciate your cooperation, as your company did not make a fuss out of this mistake.

I again apologize for the caused trouble and thank you for your patience. We look forward to our awaited business future.

Yours Sincerely,

Size: 21 KB Word .doc File 2003 & later



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