Debit Note Template
A debit note adjusts an amount owed upward — a buyer raising one to a supplier for returned or faulty goods, or a seller correcting an undercharge on an invoice already sent. It's the counterpart to a credit note. This free debit note template references the original invoice, states the reason and the extra amount, and shows tax correctly — download the format in Word or Excel and overwrite the filled sample with your own details.
Last reviewed 2026-07-22
Template preview
- From:
- Your Company · you@email.com
- To:
- Supplier / Customer · other@email.com
- Debit note #:
- DBN-0014
- Against invoice:
- INV-0203 (2026-06-15)
- Date:
- 2026-07-08
| Description | Qty | Unit price | Amount |
|---|---|---|---|
| Returned faulty goods — Product C | 10 | $30.00 | $300.00 |
| Undercharge correction — freight | 1 | $45.00 | $45.00 |
| Subtotal | $345.00 | ||
| Tax | $27.60 | ||
| Total debit | $372.60 | ||
How to fill in each field
Original invoice reference
Quote the exact number and date of the invoice you're adjusting so the recipient can match the two documents instantly — this one reference prevents most debit note disputes.
Common mistake: No invoice reference, so the debit note cannot be matched and sits unactioned.
Reason
State plainly why the amount is increasing — returned or faulty goods, an undercharge, extra work agreed — because the reason is what the recipient's approver reads first.
Common mistake: A vague "adjustment" that invites queries and delays acceptance.
Unique number
Number debit notes in their own sequential series, separate from invoices and credit notes, so your records stay complete and auditable.
Common mistake: No number or reusing invoice numbering, which breaks the audit trail.
Tax
Show the tax on the extra amount at the same rate as the original invoice, so both sides post the adjustment correctly.
Common mistake: Adding a gross amount with no tax breakdown, corrupting both tax returns.
Read the full guide
How to Write a Debit Note: What to Include and Common Mistakes to Avoid Learn what to include in a debit note, how to write one step-by-step, and avoid common mistakes. Practical guide for business owners and freelancers. Read the guide →Related templates & variants
A debit note increases what's owed; a credit note reduces it. To bill in the first place, use the invoice template.
Free credit note template and sample to correct or refund an invoice — original invoice reference, reason and amount credited. Download in Word or Excel.
Download a professional invoice template in Word, Excel, CSV or Google Docs.
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Frequently asked questions
What is a debit note?+
A debit note is a document raising the amount owed on a prior transaction — commonly a buyer notifying a supplier of returned or faulty goods, or a seller correcting an undercharge. It's the counterpart to a credit note.
What is the difference between a debit note and a credit note?+
A debit note increases the amount owed (e.g. buyer returns goods to a supplier); a credit note decreases it (e.g. seller refunds a customer). Both reference the original invoice.
What should a debit note include?+
The parties, a unique debit note number, the original invoice reference and date, the items and reason, the amount and any tax adjustment.
Where can I download a debit note format in Word or Excel?+
Right here — this page's debit note template downloads as an editable Word document or an Excel sheet that recalculates totals, and you can save either as a PDF.
Is a debit note the same as an invoice?+
No. An invoice requests payment for the original sale; a debit note is sent afterwards to increase the amount owed — for example to bill an undercharge or the value of goods returned to a supplier.
Sources & further reading
- What are debit notes? Purpose and use (Investopedia)— investopedia.com
- What is a debit note? (Refrens)— refrens.com
We review authoritative guidance when building each template. Links are for reference only.