The Invoice Cover Letter is a standard business document used in New Zealand commercial transactions to professionally present and explain accompanying invoices. This document type serves as a formal communication tool between businesses or individuals, providing context and important details about the attached invoice(s). The cover letter must comply with New Zealand legislation, including the Goods and Services Tax Act 1985 and the Fair Trading Act 1986, particularly regarding payment terms and business communications. It typically includes sender and recipient details, invoice references, payment instructions, and any specific terms or conditions. The Invoice Cover Letter is especially useful when additional context or explanation is needed beyond the invoice itself, when multiple invoices are being sent, or when special payment arrangements need to be communicated.
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1. Sender Details: Company letterhead or sender's business details including legal name, address, and contact information
2. Date: Current date of the cover letter
3. Recipient Details: Full name, title, company name and address of the recipient
4. Invoice Reference: Clear reference to the invoice number(s) being sent
5. Payment Information: Basic payment details including amount, due date, and payment methods
6. Closing: Professional closing with sender's name, title, and signature
1. Project Reference: Include when invoice relates to specific project or purchase order
2. Special Payment Terms: Add when there are variations from standard payment terms or special arrangements
3. Multiple Invoice Summary: Include when cover letter accompanies multiple invoices, providing a summary of total amount
4. Additional Documentation Notice: Use when referencing additional required documents like timesheets or delivery confirmations
5. Previous Communications Reference: Include when referencing prior discussions or agreements about the invoice
1. Invoice Summary Sheet: Optional attachment for multiple invoices, providing detailed breakdown
2. Payment Instructions: Detailed payment procedures when complex payment methods are involved
3. Supporting Documentation: Any required supporting documents like work completion certificates or delivery receipts
Relevant legal definitions
Clauses
Relevant Industries
Professional Services
Construction
Retail
Manufacturing
Information Technology
Healthcare
Education
Consulting
Legal Services
Real Estate
Transportation and Logistics
Agriculture
Mining
Energy
Financial Services
Relevant Teams
Finance
Accounting
Administration
Operations
Accounts Receivable
Accounts Payable
Billing
Collections
Treasury
General Administration
Relevant Roles
Accounts Receivable Clerk
Accounts Payable Clerk
Finance Manager
Accounting Manager
Financial Controller
Bookkeeper
Office Administrator
Business Owner
Finance Director
Account Manager
Project Manager
Administrative Assistant
Chief Financial Officer
Billing Coordinator
Collections Specialist
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