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Invoices, Cover Letters/Explanation of Fee For







Guidelines : Invoices, Cover Letters/Explanation of Fee For

Cover Letters for Invoices/Explanation of Fees

Guidelines and Alternate Phrases

  • Mention what you are enclosing. If you have attached several items, be sure to list them specifically either in the body of the letter or with an enclosure notation after the signature block. If, for some reason, the items get misplaced or inadvertently omitted from the package, your reader will know documents are missing.
  • I am enclosing copies of ….
  • You will find enclosed ….
  • Attached is ….
  • Our invoice for the recent Guttenheimer work is attached.
  • The laser products have been shipped to your site (invoice enclosed).
  • The enclosed invoice shows work performed to repair the irrigation system at your Guttenheimer location.
  • Tell what the invoice is for and give any special instructions for payment that are not included on the invoice itself.
  • The invoice includes a breakdown of hours by day and by assigned consultant.
  • You’ll notice the invoice is for $457; we can offer a two percent discount for payments received within seven days.
  • Please forward your payment directly to our Accounting Department at the Silford address.
  • Anticipate and answer questions your reader will have about anything unusual regarding work, products, fees, payments, or terms.
  • As we agreed, we have added the latest maintenance charges to this invoice so you can make payment from this quarter’s budget.
  • Our invoice covers parts and materials but not labor. Labor charges will be billed at the completion of the total project.
  • Because we pay our subcontractors at the completion of each day’s project, we ask for immediate payment of these charges for the Silbon address. We will be happy to carry the charges for parts and materials for our usual 30 days.
  • Add the name and phone number of the person to contact with any further questions. Be specific about which questions to direct to which person when others are involved.
  • Bill Jones is available for further discussion at 222-2345.
  • You can reach either Sue Tony or me at ext. 3467 to provide further information about the completion schedules.
  • I’ll be back in the office next week if you need any elaboration on these alternatives or terms.
  • For engineering concerns, please phone Bill Gates at ext. 223, and for billing matters, contact Marge Harvey at 1-800-628-4461.
  • Thank the reader for the opportunity to do business.
  • We appreciate your confidence in our products.
  • We thank you for letting us complete this work for you.
  • Your business is important to us. Thank you.
  • Your business represents a significant part of our current projects. Our goal is to meet your needs on time and within budget.
  • We appreciate the opportunity to do business with you.
  • Thank you for thinking of us with your computer needs.
  • Please call on us again if we can help you in any way.
  • We appreciate the chance to design this system for your Belco office. You won’t be disappointed in the results.

Example 1: Sample Letter For Invoices

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Hightower:

We have prepared and attached the settlement statements for the sale of Loboy, Inc.’s, Hammerly and Simon gas plants to NRT Fuels. These statements were prepared according to the proposal submitted by Loboy, Inc., on August 30, 19–, and contain all the revenues and expenses allowed by that agreement.

After our analysis of the revenue and expenses associated with these plants during the interim operations, we have determined NRT Fuels owes Loboy, Inc. $3,098,448.48. Therefore, we have attached for your payment our invoice #09-3349 for that amount.

Attached also are the following support documents:

• Summary statement–Hammerly and Simon plants
• Charges processed through Accounts Payable
• Salary analysis
• Interim accounting service charges
• Net revenue settlement

If you have any expense- or revenue-related questions, you may contact Bill Bynum at 390-200-8909. For questions about the support documents, please direct them to Shirley Akins at 390-200-8926.

Very truly yours,

Example 2: Covering Letter

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Coolidge:

Our estimate for your pool was $7,540, including $3,800 for materials. This was based upon the $9.95 cost per bag of cement at the time we made our estimate. Due to circumstances beyond our control, the price of cement increased by $1.00 per bag. This accounts for the additional $200.00 materials cost on your invoice.

We appreciate your business. If you have any questions, please call me.

Sincerely,

Example 3: Example of Covering Letter,Invoices

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Ms. Bullard:

Your enclosed invoice might look different than you expected; I want to explain the additional charge. We originally quoted the price of your gown at $395.00. Your request to have the lace trim handsewn around the hem resulted in additional labor costs of $68.00. Thus, your invoice is $463.00.

Thank you for your patronage. We hope you enjoy your gown.

Sincerely,

Example 4: Sample Letter for Invoices, Cover Letters/Explanation of Fee For

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mrs. Thibodeaux:

You will see that the enclosed invoice is $15.00 higher than the fee we usually charge for kennel services. The added fee covers the cost of a damaged dog-bed cushion that your Rex, usually a model guest, chewed a hole through during his stay with us.

We hope you had a wonderful vacation. We look forward to seeing you and Rex again soon.

Sincerely,

Example 5: Example of Covering Letter

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Ott:

I want to make sure you understand why our bill is $1,320.00 higher than the estimate we gave you in April.

We initially agreed to create your Yum Gum commercial spot for $32,779.00. Your decision in May to include the wintergreen gum required us to reshoot a portion of the ice skating scene. The increase reflects the resulting costs incurred for film, actors, site fees, and editing.

If you have any questions, please call me.

Sincerely,

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