Letterhead Invoice Template for Switzerland

Your Letterhead Invoice serves as a legally binding commercial document that establishes payment obligations between your business and clients in Switzerland. This document must comply with strict Swiss federal requirements while providing clear billing information that protects both parties in commercial transactions.

When do you need this document?

You need a Letterhead Invoice whenever you provide goods or services to clients and require formal payment documentation. This includes billing for professional services, product sales, recurring service agreements, or project-based work. The document becomes particularly important when dealing with VAT-registered businesses, as it must include specific tax information required by Swiss law. You'll also need this invoice format when establishing payment terms with new clients, creating records for accounting purposes, or when payment disputes arise requiring legal documentation of the debt.

Key legal considerations

Your invoice must include mandatory elements under the Swiss Code of Obligations, including your complete company details with registration number, the client's full information, and clear payment terms. VAT requirements are particularly crucial - you must display your VAT number, applicable tax rates, and separate VAT amounts when your business exceeds the registration threshold. The invoice number system must be sequential and unique to maintain proper accounting records. Payment terms should specify due dates clearly, as these become legally enforceable once the client receives the invoice. Consider including late payment penalties that comply with Swiss commercial law, and ensure your terms of service are referenced or attached to avoid disputes over service scope or delivery obligations.

Legal requirements in Switzerland

Swiss law mandates that your Letterhead Invoice contains specific information under the Federal Act on Value Added Tax and Code of Obligations. Your company letterhead must display the full registered business name, complete address, and company registration number from the Commercial Registry. For VAT-registered businesses, include your CHE VAT identification number and clearly separate VAT amounts with applicable rates. The Ordinance on Business Record Keeping requires you to maintain invoices for ten years in accessible format. Payment terms must comply with the Swiss Code of Obligations, typically allowing 30 days unless otherwise agreed. International transactions require additional considerations under customs regulations, and electronic invoices must meet digital signature requirements under the Federal Act on Electronic Signatures when requested by clients.