Credit Note Application Follow-Up Email

If a credit note was sent but not applied, payments stop. Use this template to confirm the status of the credit for [InvoiceNumber] and ask for a scheduled pay date.

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When to use / when to send

Checklist / what to include

Invoice #{{InvoiceNumber}}, original {{Amount}}, and credited total
Attach or reference the credit note number
Ask for confirmation the credit was applied
Pay link {{PayLink}} for remaining balance, if any
Reply-by date {{ReplyByDate}} for next steps

How to use

Copy/paste template

Hi {{Name}},

Following up on invoice #{{InvoiceNumber}} and credit note issuance. The credit note should have been applied, but I have not seen confirmation.

Could you please confirm if the credit was received and applied to the outstanding balance? If a balance remains, here’s the payment link: {{PayLink}}.

Let me know by {{ReplyByDate}} so we can close this out.

Thank you,
{{YourName}}
{{Company}}

Follow-up plan + common mistakes

If you receive no confirmation, call or message AP directly within 2 business days
Don’t apply credits to the wrong invoice—confirm reference numbers in all replies
Attach the credit note or its number for easy processing
If they say ‘under review,’ ask for a clear target date for application
Don’t let a credit go unresolved past month-end

FAQ

Usually within 1–3 business days if all info matches. Follow up if you see delays beyond a week.