Refund Invoice

Refund Invoice Template for Denmark

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Document background

A Refund Invoice is a crucial document in Danish business operations, used when a business needs to return payments to customers for returned goods, cancelled services, or corrections to previous transactions. This document type must comply with Danish legislation, particularly the Danish VAT Act (Momsloven) and the Danish Bookkeeping Act (Bogføringsloven). The Refund Invoice must include specific elements such as the company's CVR number, correct VAT calculations at 25% (standard rate), and proper reference to the original transaction. It's essential for maintaining accurate financial records, ensuring tax compliance, and providing customers with proper documentation of their refund. The document is particularly important in the context of Danish e-invoicing requirements, as Denmark has been at the forefront of digital business documentation in the EU.

Suggested Sections

1. Company Information: Legal business name, CVR number (Danish business registration number), address, and contact details of the company issuing the refund

2. Customer Information: Name, address, and any relevant customer identification numbers of the person or entity receiving the refund

3. Original Invoice Reference: Details of the original purchase including invoice number, date, and transaction reference

4. Refund Details: Itemized list of products/services being refunded, including quantities and unit prices

5. VAT Calculation: Breakdown of VAT amounts being refunded at applicable rates (typically 25% in Denmark)

6. Total Refund Amount: Clear statement of the total refund amount in DKK, both excluding and including VAT

7. Payment Information: Method of refund and relevant banking or payment details

8. Legal Statements: Required legal text including VAT registration statements and any mandatory invoice notices under Danish law

Optional Sections

1. Return Details: Used when physical goods are being returned, including condition assessment and return shipping information

2. Partial Refund Notice: Include when only part of the original purchase is being refunded, explaining the partial refund calculation

3. Currency Conversion: Required when the original purchase was in a different currency, showing exchange rates and calculations

4. Special Terms: Any special conditions or notes regarding the refund, used when deviating from standard refund procedures

5. Digital Service Cancellation: Used for digital services, including confirmation of service termination and access removal

Suggested Schedules

1. Copy of Original Invoice: Attachment of the original purchase invoice being referenced

2. Return Documentation: If applicable, shipping labels, return authorization forms, or other return-related documentation

3. Product Condition Report: For returns of physical goods, documentation of the condition of returned items

4. Proof of Payment: Documentation confirming the original payment that is being refunded

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