Suggested subject: Credit note to record refund for original invoice (amount €9,950)
Dear Cathleen,
Thank you for your quick reply.
I may not have explained myself clearly. Our accountant does not need a new invoice; we need a separate document—a credit note—that records the refund as a separate action. For tax purposes, the original invoice must remain unchanged in our books because it is finalized and cannot be deleted. The credit note will offset the original invoice and create a clear audit trail.
Please reference the original invoice, state the amount (€9,950), and explain the reason for the refund: space rent due to our non-participation in the fair.
I hope this clarifies things. Please let me know if you need any additional details, such as the original invoice number.
Best regards,
[Your Name]
What I changed and why (simple):
- Made the opening and purpose clearer and more polite.
- Replaced informal phrasing ("might’ve failed to explain myself") with clearer wording ("I may not have explained myself clearly").
- Specified the document type (credit note) and the required details (reference the original invoice, amount €9,950, and reason) to avoid any ambiguity.
- Kept the tone professional and concise for a business audience.