How to send an invoice by mail

Sending an invoice by mail is a traditional and effective way to communicate with your customers and get paid for your goods or services. Here's a step-by-step guide on how to send an invoice by mail:

Preparation

  1. Create an invoice: Prepare a professional-looking invoice that includes the following details:
    • Your company's name and address
    • The customer's name and address
    • A unique invoice number
    • The date of the invoice
    • A detailed list of the goods or services provided
    • The total amount due
    • Payment terms (e.g., payment due date, payment methods accepted)
  2. Check the customer's address: Ensure you have the correct mailing address for the customer.
  3. Choose the right postage: Select the appropriate postage based on the weight and size of the invoice.

Sending the Invoice

  1. Print the invoice: Print the invoice on high-quality paper using a laser printer or inkjet printer.
  2. Fold and envelope: Fold the invoice in half and place it in a sturdy envelope.
  3. Address the envelope: Write the customer's address on the envelope, making sure to include the correct postal code.
  4. Affix postage: Attach the postage to the envelope, ensuring it covers the weight and size of the invoice.
  5. Mail the invoice: Drop off the envelope at a post office or mailbox, or schedule a pickup with your local postal service.

Additional Tips

  1. Include a cover letter: Consider including a brief cover letter or note with the invoice to provide additional context or instructions.
  2. Use a professional font and layout: Use a clear, easy-to-read font and a logical layout to make the invoice easy to understand.
  3. Keep a record: Keep a copy of the invoice and the mailing receipt for your records.
  4. Follow up: Send a follow-up email or phone call to the customer if you don't receive payment by the due date.

Best Practices

  1. Send invoices promptly: Send invoices as soon as possible after providing goods or services to ensure timely payment.
  2. Use a standard format: Use a standard format for your invoices to make them easy to read and understand.
  3. Include payment options: Provide multiple payment options, such as check, credit card, or online payment, to make it convenient for customers to pay.
  4. Keep track of payments: Keep track of payments received and update your records accordingly.

By following these steps and best practices, you can effectively send an invoice by mail and get paid for your goods or services.