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A Credit Note Letter is a crucial business document used in Austrian commercial transactions when there is a need to reduce or cancel an amount previously invoiced to a customer. This document is required in various situations such as returned goods, pricing adjustments, cancellation of services, or correction of billing errors. It must comply with Austrian Commercial Code (UGB) and VAT Act (UStG) requirements, including specific content mandated by law such as reference to the original invoice, clear statement of reasons, and proper VAT calculations. The document plays a vital role in maintaining accurate financial records, ensuring tax compliance, and managing customer relationships. Under Austrian law, proper documentation and retention of Credit Note Letters is essential for both tax authorities and business accounting purposes.

1. Header Information: Company letterhead, date, reference number, and 'Credit Note' clearly marked

2. Recipient Details: Full name and address of the customer, including VAT registration number if applicable

3. Original Invoice Reference: Reference to the original invoice number and date

4. Credit Note Reason: Clear explanation of why the credit note is being issued

5. Amount Details: Itemized list of credited amounts, showing unit prices, quantities, and total amount

6. VAT Information: VAT rate(s), amount, and total including VAT as per Austrian UStG requirements

7. Payment/Settlement Information: How the credit will be applied or refunded

8. Closing Statement: Legal confirmation of the credit and any required statutory statements