Resend invoice email template: providing the right copy

Find out which copy the customer needs

Read the request carefully. The customer might need an invoice resent to accounts, an attachment they could not open, or a copy with a missing reference. Those needs require different responses. If several invoices are active, confirm the number rather than sending a bundle and making the customer search for the right one.

A message saying “I never received it” is useful routing information. Check the original destination and ask whether the current address is correct. Avoid debating the previous send before supplying the document. Record the practical issue so your next invoice does not repeat it, while keeping the original history intact.

Retrieve the current version and check the attachment

Use the invoice from your current records, rather than the first file with a similar name in your downloads folder. Check its number, customer, amount, reference and due date. If a correction was made, clearly identify the version being sent and explain the relevant change. Do not create a second invoice merely to provide another copy.

• Open the attachment to confirm it is the intended document.
• Use a clear filename containing the invoice reference.
• Check the recipient before adding financial details.
• Remove unrelated documents and old attachments from the reply.

Keep the payment instructions consistent with your verified record. Resending a copy should not casually introduce changed bank or payment details into the conversation.

A simple email for resending an unchanged invoice

This wording answers the request without implying that a new invoice has been issued or a new due date agreed. Include a request for confirmation only when you need one.

Subject: Invoice [number]: copy as requested

Hi [name],

As requested, I've attached another copy of invoice [number] for [amount], due on [date]. This is the same invoice as the original, with no changes.

Please let me know if the attachment does not open or if your accounts team needs any additional reference.

Thanks,
[name / business]

If the invoice is corrected, replace the unchanged-copy sentence with something specific, such as “This copy now includes your purchase order reference PO-418; the amount and due date are unchanged.” Only say that when it is true.

Separate attachment problems from payment questions

If the customer cannot open the file, ask what happens and what submission format they normally use. Provide an appropriate copy through the confirmed route. Sending the same unreadable attachment repeatedly does not solve the problem. If they need a portal upload, confirm the portal requirement and record the submission.

If payment is already overdue, you can add a separate factual request: “Once you have the copy, please could you confirm the expected payment date?” Avoid saying that the copy request proves the customer is delaying deliberately. If they say they have paid, pause chasing and match payment instead. If they raise an objection, address that objection personally.

A fictional example and a useful resend note

A catering business has invoice K-140 for £360. The client asks for a copy for accounts. The owner checks K-140, confirms the accounts address through the known client, and sends only that invoice. The reply says it is an unchanged copy and asks whether a booking reference is needed. No additional invoice number is created.

A useful resend note is: “17 October: unchanged K-140 sent to customer-confirmed accounts contact at their request; amount and due date unchanged.” If a reference is added later, add a dated correction note rather than overwriting this history. Check the next scheduled contact so the supplied copy is not immediately followed by a duplicate request.