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Service lettersPro

Service letters to your customers, on brand

Write a customer service letter — a price change, a service visit, new terms — in the same place you invoice. It gets your design, a number and your customer’s language, and goes out as a PDF on its own or attached to an invoice.

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4.7/5 average scorePro license · 14-day trial · No credit card

Everything in the letter

Customer letters in your own house style

Find it under Sales → Correspondence. Customer, design, language and email template work the way they do on your other documents — so a letter is ready in minutes, not a Word file later.

A letter to one customer
Pick the customer and their billing address comes along, with a contact person and a delivery address when you want them on the page. Add a subject, a date and a delivery date.
Introduction, content & closing
Write the letter in three parts — Introduction text, Content and Closing text — in a rich editor with headings, lists, links, images, fonts and colours.
Its own document design
Service letters print with their own document design, so the letter carries your logo and layout. Choosing a design also fills in that design’s introduction and closing text.
Written in your customer’s language
Set the Language per letter — English, Spanish, French, German, Polish, Portuguese, Turkish, Ukrainian or Dutch — and pick the design and email template for that language.
Emailed as a PDF
Send the letter from Invoice Office with your own Email Template. The PDF goes along named after the letter’s number and subject, so your customer can file it straight away.
Sent along with a document
On the Settings tab of an invoice, quote or order confirmation, choose a Service letter and it travels with that document’s email as its own PDF, printed in the letter’s design. One email, both documents.

Draft to finalized

A proper record of what you told your customer

A service letter is a document, not a loose email. It has a status, a number and a date, and once it is finalized its text is locked — so months later you can still show what you told your customer.

Explore every feature

  • Drafts stay drafts

    Save as often as you like. A new draft takes no number from your sequence, so a letter you never send leaves no gap in your numbering.

  • Numbered when it is final

    Finalize gives the letter its number from your number sequence. Finalize and email numbers it as it is sent; Finalize with print opens the PDF straight away.

  • Locked once finalized

    A finalized letter is read-only, so its text stays as you sent it. Need to change it? Modify service letter reopens it as a draft.

  • Duplicate for the next customer

    Create duplicate copies a letter into a fresh draft dated today, so the next letter starts from one you already wrote.

  • One overview of every letter

    The Service letters list shows number, account, date, delivery date, subject and status. Search it, or filter on Draft and Finalized.

How it works

From blank page to sent in three steps

  1. Step 1Write the letter

    Go to Sales → Correspondence → Service letters and click Create. Choose the customer, the language and the design, then write a subject and the letter itself.

  2. Step 2Check and finalize

    Preview the PDF as your customer will see it. Then Finalize to give it its number — or Finalize with print to open the PDF straight away.

  3. Step 3Send it your way

    Finalize and email sends the PDF with your email template, or download it and print. Or attach the letter to an invoice or quote so both go out in one email.

Service letter questions, answered

What is a service letter?
A service letter is a formal letter to one customer that is not a sales document — a notice about a price change, a maintenance or service visit, new terms, or a note to go with an invoice. In Invoice Office it is a document of its own, with a number, a date, a subject and your design, sent as a PDF.
Which plan includes service letters?
Service letters are a Pro feature, included in the Professional plan. Without a Pro license the Service letters screen shows the Pro license page, and the Service letter field on a document is shown locked with a “Pro feature” badge. Every paid plan starts with a 14-day free trial.
Can I send a service letter together with an invoice?
Yes. Open the Settings tab of the invoice — or of a quote or order confirmation — and pick the letter under Service letter. When you email that document, the letter goes along as a separate PDF in its own design, and it is listed with the email’s attachments so you can preview it before sending.
When does a service letter get its number?
When it becomes final. A new draft has no number from the sequence yet; Finalize, Finalize with print, or sending it with Finalize and email gives it the next number. A letter you reopen with Modify service letter keeps its number.
Can I change a service letter after it is finalized?
A finalized letter is read-only. Use Modify service letter in the Action menu to reopen it as a draft, or Create duplicate to start a new draft from it with today’s date.
Can I write service letters in another language?
Yes. Each letter has its own Language, and the document design and email template you choose for that language are used for the PDF and the email.

More answers in our FAQ and help center.

Related

Works alongside your service letters

Send your first service letter today

Service letters come with the Pro license — try it free for 14 days, no credit card needed.

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