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Credit Note Letter for the United Kingdom

Credit Note Letter Template for England and Wales

A Credit Note Letter is a formal document issued under English and Welsh law that provides evidence of a reduction or cancellation of a previously issued invoice. It serves as a legally valid document that adjusts the amount payable by a customer, typically due to returns, errors, or agreed price adjustments. The document must comply with UK VAT regulations and include specific statutory information required by HMRC.

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What is a Credit Note Letter?

A Credit Note Letter is essential in business transactions where an adjustment to a previously issued invoice is required. It serves multiple purposes including correcting billing errors, processing returns, applying discounts, or adjusting prices. Under English and Welsh law, these documents must contain specific information to comply with VAT regulations and HMRC requirements. The Credit Note Letter provides a clear audit trail for both accounting and tax purposes, protecting both the issuing business and the recipient.

What sections should be included in a Credit Note Letter?

1. Company Details: Full legal name, address, registration number and VAT number of issuing company

2. Customer Information: Full details of the customer receiving the credit note including name, address and reference number

3. Original Invoice Reference: Details of the original invoice being credited including invoice number and date

4. Credit Amount: Clear statement of the amount being credited, including VAT breakdown and currency

5. Reason for Credit: Clear explanation of why the credit note is being issued

6. Credit Note Number: Unique reference number for the credit note

7. Date: Date of credit note issuance

What sections are optional to include in a Credit Note Letter?

1. Payment Terms: Terms for how the credit will be applied or refunded, including method and timeline

2. Return Instructions: Specific instructions for returning goods if the credit note relates to returned merchandise

3. Supporting Documentation Reference: Reference to any additional documentation supporting the credit note

What schedules should be included in a Credit Note Letter?

1. Itemized Breakdown: Detailed breakdown of credited items, quantities, unit prices and total amounts

2. Original Invoice Copy: Copy of the original invoice being credited

3. Supporting Documentation: Any relevant documentation supporting the reason for the credit note

Authors

Alex Denne

Head of Growth (Open Source Law) @ Ƶ | 3 x UCL-Certified in Contract Law & Drafting | 4+ Years Managing 1M+ Legal Documents | Serial Founder & Legal AI Author

Jurisdiction

England and Wales

Publisher

Ƶ

Document Type

Letter of Credit

Cost

Free to use
Relevant legal definitions












Clauses












Industries

Value Added Tax Act 1994: Primary legislation governing VAT requirements for credit notes, including timing requirements, format specifications, and content requirements for valid credit notes

Consumer Rights Act 2015: Legislation protecting consumer interests in transactions, including provisions for fair trading and consumer protection that may affect credit note terms

Supply of Goods and Services Act 1982: Key legislation governing business-to-business transactions and quality requirements for goods and services that may be subject to credit notes

Finance Act: Current finance legislation affecting tax implications of credit notes and establishing record-keeping requirements for tax purposes

UK GDPR and Data Protection Act 2018: Data protection legislation governing the handling of personal information in business documents including credit notes

Limitation Act 1980: Legislation establishing time limits for claims and adjustments, and statutory periods for maintaining business records

Companies Act 2006: Corporate legislation specifying requirements for company details on business documents and record-keeping obligations

Electronic Commerce (EC Directive) Regulations 2002: Regulations governing electronic business communications and requirements for electronically issued credit notes

HMRC Regulations and Guidelines: Tax authority requirements specifying credit note format, record-keeping requirements, and tax reporting obligations

Teams

Employer, Employee, Start Date, Job Title, Department, Location, Probationary Period, Notice Period, Salary, Overtime, Vacation Pay, Statutory Holidays, Benefits, Bonus, Expenses, Working Hours, Rest Breaks,  Leaves of Absence, Confidentiality, Intellectual Property, Non-Solicitation, Non-Competition, Code of Conduct, Termination,  Severance Pay, Governing Law, Entire Agreemen

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