Why Your Invoice Email Matters

The email you send with your invoice is just as important as the invoice itself. A clear, professional invoice email:

  • Gets opened – A good subject line ensures your email doesn't get lost
  • Gets understood – Clear context means no confusion about what's being billed
  • Gets paid faster – Explicit payment details and deadlines prompt action
  • Builds relationships – Professional communication reinforces your reputation

Many freelancers dash off a quick "invoice attached" message, but taking two minutes to write a proper email can significantly improve your payment times.

Below are three templates you can copy and customise for different situations. Replace the text in [square brackets] with your specific details.

Template 1: New Invoice

Use this template when sending an invoice for completed work or at a milestone during a project.

📧 Copyable Template

Subject: Invoice [NUMBER] from [YOUR BUSINESS NAME] - [PROJECT/DESCRIPTION]

Hi [CLIENT NAME],

I hope you're well. Please find attached invoice [NUMBER] for [BRIEF DESCRIPTION OF WORK].

Invoice details:
• Invoice number: [NUMBER]
• Amount due: £[AMOUNT]
• Payment due: [DATE]

Payment can be made by bank transfer to:
• Account name: [YOUR ACCOUNT NAME]
• Sort code: [XX-XX-XX]
• Account number: [XXXXXXXX]
• Reference: [INVOICE NUMBER]

Please let me know if you have any questions about this invoice.

Thank you for your business.

Best regards,
[YOUR NAME]
[YOUR BUSINESS NAME]
[YOUR PHONE NUMBER]

When to Use This Template

  • Milestone payments during a project
  • Invoice for a single piece of work
  • First invoice to a new client
  • Any standard invoicing situation

Template 2: Final Invoice for Project

Use this template when sending the final invoice at project completion. It acknowledges the project wrap-up and opens the door for future work.

📧 Copyable Template

Subject: Final Invoice [NUMBER] - [PROJECT NAME] Complete

Hi [CLIENT NAME],

Congratulations on completing [PROJECT NAME]! It's been a pleasure working with you on this.

Please find attached the final invoice for the project:

Invoice details:
• Invoice number: [NUMBER]
• Amount due: £[AMOUNT]
• Payment due: [DATE]

This covers [BRIEF DESCRIPTION OF FINAL DELIVERABLES OR REMAINING WORK].

Payment can be made by bank transfer to:
• Account name: [YOUR ACCOUNT NAME]
• Sort code: [XX-XX-XX]
• Account number: [XXXXXXXX]
• Reference: [INVOICE NUMBER]

Thank you for choosing to work with me on this project. I've really enjoyed [SPECIFIC POSITIVE ASPECT OF THE PROJECT].

If you need any support going forward, or if any future projects come up, please don't hesitate to get in touch.

Best regards,
[YOUR NAME]
[YOUR BUSINESS NAME]
[YOUR PHONE NUMBER]

When to Use This Template

  • Final payment after project completion
  • Closing out a retainer arrangement
  • Last invoice of a multi-invoice project

Template 3: Recurring Invoice

Use this template for ongoing retainer clients or subscription-style arrangements where you invoice on a regular schedule.

📧 Copyable Template

Subject: [MONTH] Invoice [NUMBER] - Monthly Retainer

Hi [CLIENT NAME],

Please find attached your [MONTH] invoice for our ongoing [SERVICE TYPE] retainer.

Invoice details:
• Invoice number: [NUMBER]
• Period: [DATE RANGE]
• Amount due: £[AMOUNT]
• Payment due: [DATE]

This month's highlights:
• [KEY DELIVERABLE OR ACHIEVEMENT 1]
• [KEY DELIVERABLE OR ACHIEVEMENT 2]
• [KEY DELIVERABLE OR ACHIEVEMENT 3]

Payment can be made by bank transfer to:
• Account name: [YOUR ACCOUNT NAME]
• Sort code: [XX-XX-XX]
• Account number: [XXXXXXXX]
• Reference: [INVOICE NUMBER]

Looking forward to continuing our work together next month. Let me know if you have any questions.

Best regards,
[YOUR NAME]
[YOUR BUSINESS NAME]
[YOUR PHONE NUMBER]

When to Use This Template

  • Monthly retainer arrangements
  • Ongoing support contracts
  • Regular maintenance agreements
  • Any repeating invoice schedule

Customisation Tips

These templates are starting points. Here's how to make them work for your business:

Subject Line Best Practices

Your subject line should be clear and searchable. Always include:

  • The word "Invoice"
  • Your business name
  • Invoice number or project name

Examples: "Invoice #047 from Acme Design - Website Project" or "February Retainer Invoice - Smith Consulting"

Match Your Tone

Adjust formality based on your client relationship. For corporate clients, keep it professional. For small businesses or individuals you know well, a warmer tone works better.

Include All Payment Details

Don't make clients open the attachment to find payment information. Key details in the email body mean they can pay immediately.

Mention the Due Date

Always state when payment is due. It's a gentle prompt that encourages timely payment.

Add Value in Recurring Invoices

For retainer clients, list what you accomplished that month. It reminds them of the value they're receiving and justifies the ongoing cost.

Keep Follow-Up in Mind

Use clear invoice numbers and keep email threads organised. If you need to send a reminder later, you'll appreciate having a clean record.

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