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May I ask how to write a credit note?
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We sent the wrong batch of goods to our client, and now the client is asking me to issue a credit note to offset the payment for the subsequent orders. I haven't dealt with this before. Could you please tell me how to write a credit note? What are the key points I need to pay attention to in order to comply with regulations and not hurt the client's feelings at the same time?
Cindy ChenYears of service：3Customer Rating：5.0
Key Account ManagerStart a Chat
The issuance of a credit note must be based on genuine commercial transactions，otherwise it may trigger tax audit risks. You need to clearly indicate the original invoice number，invoice date，customs code of the corresponding goods，and specific amounts on the credit note to ensure that the information is fully consistent with that of the VAT invoice and customs declaration. Special attention should be paid to the following: if it involves goods that have already been cleared through customs，adjusting the amount may affect the customs duty-paid price. It is recommended to confirm with the customs declaration agency in advance whether a supplementary declaration is required. From a compliance perspective，each credit note should have a written evidence chain such as emails and contracts，and it should not be used as a routine promotional discount tool. This is a key area of focus for tax audits.
Grace WangYears of service：10Customer Rating：5.0
Senior Foreign Trade ConsultantStart a Chat
In terms of operations, the credit note must form a closed loop with the original documents. You need to ensure that the goods description, quantity, and unit price on the credit note correspond exactly with those on the original commercial invoice, except that the amount is negative. If the goods have already been shipped, it is essential to note in the remarks column "For financial adjustment only, no physical return" to avoid confusion in logistics information. At the same time, synchronize the scanned copy of the credit note with the freight forwarder and finance department, and update the accounts receivable and payable records. If the customer requests to offset the payment against the new order, it is recommended to clearly mark "Less: Credit Note No. XXX" on the new order invoice, ensuring clear accounting records and avoiding disputes during subsequent reconciliation.
Jason WuYears of service：10Customer Rating：5.0
International Logistics & Supply Chain ManagerStart a Chat
When a customer requests a credit note, your initial response determines the client's evaluation of your company's professionalism. It is recommended to first confirm in writing via email: "We acknowledge the discrepancy and will issue a credit note for your approval." This not only demonstrates your attitude but also leaves room for negotiation. In the notes section of the credit note, you can add a sentence such as "Value adjustment for your convenience and continued partnership," packaging the financial processing as a service to the client. If the amount is large, actively propose a phased offsetting plan, such as "This credit note can be applied to your next three orders," which not only binds the client to future orders but also shows your sincerity in resolving the issue. Remember, a credit note is an opportunity to repair trust, not just a simple payment voucher.