Supplier sending you across an erroneous invoice could be entirely unintentional most of the time and in very rare cases it could be a willful blunder. Hence, before making this issue further disputable - it would be advisable for you to first speak with the supplier or write to him regarding the alleged inaccuracy in the invoice(s). And, seek for a revision in the invoice(s).
Important things to remember while writing such letter to supplier:
(1) Accurate details of the invoice number and date with purchase order or contract reference;
(2) What for the billing was done - describe the goods supply details, if needed - quantity and date of supply, etc;
(3) What is the exact error in the invoice - describe briefly;
(4) What is the corrective action suggested by you - explain;
(5) Show your disappointment about the wrong invoicing but do not use harsh words which could hamper the business relationship.
Following format could be used. Modify it suitably as per the exact nature of error in your case.
Ref: ......................
Date: ....................
To
(Name of the Supplier)
(Address)
(Tel. No.)
Sub.: Erroneous invoices received - request for revision.
Dear Mr. ...............,
Greetings! Hope you are doing well.
I am writing this letter with a bit of disappointment regarding the wrong invoices received from your end. Kindly go through the following details about the concerned invoices and please do take appropriate action in this regard.
We have received on (date) the following invoices wherein we have found some errors in the billing amount.
(1) Invoice no. ..................... dated .............. (ref: Purchase order no. ............... dated ..............)
Error: Billed quantity is 120ton of goods whereas it should have been 102ton of goods as we had returned 18ton of goods on (date) because of the faulty nature in it. Returned goods were received at your company's warehouse #....... on (date). Acknowledgement no. ........... dated ..............
(2) Invoice no. ..................... dated .............. (ref: Purchase order no. ............... dated ..............)
Error: Billed rate in the invoice is US$ 5000 per ton of goods whereas if you refer our email correspondence dated .......... You had agreed to give a discount of 10% on it. So the billing rate should be US$4500 per ton of goods.
(3) Invoice no. ..................... dated .............. (ref: Purchase order no. ............... dated ..............)
Error: There is a gross error in the calculation of the bill. The total amount should be US$16,000 whereas it is showing US$19,000. This needs to be corrected.
As you will notice these errors are quite genuine in nature and hence, it should be corrected and revised invoices should be issued to us at the earliest. We believe these errors must have been unintentional and therefore we are not letting it to be any kind of hurdle in our business relationship. Although we do hope your team will take extra measures in reassuring the accuracy of the invoices in the future.
Looking forward to receiving the revised invoices as soon as possible from your end.
Thanking you for your understanding and cooperation in the matter!
Yours faithfully,
signature
(Name of the Authorized Officer)
(Designation)
Important things to remember while writing such letter to supplier:
(1) Accurate details of the invoice number and date with purchase order or contract reference;(2) What for the billing was done - describe the goods supply details, if needed - quantity and date of supply, etc;
(3) What is the exact error in the invoice - describe briefly;
(4) What is the corrective action suggested by you - explain;
(5) Show your disappointment about the wrong invoicing but do not use harsh words which could hamper the business relationship.
Following format could be used. Modify it suitably as per the exact nature of error in your case.
FORMAT
Ref: ......................
Date: ....................
To
(Name of the Supplier)
(Address)
(Tel. No.)
Sub.: Erroneous invoices received - request for revision.
Dear Mr. ...............,
Greetings! Hope you are doing well.
I am writing this letter with a bit of disappointment regarding the wrong invoices received from your end. Kindly go through the following details about the concerned invoices and please do take appropriate action in this regard.
We have received on (date) the following invoices wherein we have found some errors in the billing amount.
(1) Invoice no. ..................... dated .............. (ref: Purchase order no. ............... dated ..............)
Error: Billed quantity is 120ton of goods whereas it should have been 102ton of goods as we had returned 18ton of goods on (date) because of the faulty nature in it. Returned goods were received at your company's warehouse #....... on (date). Acknowledgement no. ........... dated ..............
(2) Invoice no. ..................... dated .............. (ref: Purchase order no. ............... dated ..............)
Error: Billed rate in the invoice is US$ 5000 per ton of goods whereas if you refer our email correspondence dated .......... You had agreed to give a discount of 10% on it. So the billing rate should be US$4500 per ton of goods.
(3) Invoice no. ..................... dated .............. (ref: Purchase order no. ............... dated ..............)
Error: There is a gross error in the calculation of the bill. The total amount should be US$16,000 whereas it is showing US$19,000. This needs to be corrected.
As you will notice these errors are quite genuine in nature and hence, it should be corrected and revised invoices should be issued to us at the earliest. We believe these errors must have been unintentional and therefore we are not letting it to be any kind of hurdle in our business relationship. Although we do hope your team will take extra measures in reassuring the accuracy of the invoices in the future.
Looking forward to receiving the revised invoices as soon as possible from your end.
Thanking you for your understanding and cooperation in the matter!
Yours faithfully,
signature
(Name of the Authorized Officer)
(Designation)
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