The first official quote you give to your buyer of an export order is a proforma invoice. It assists the importer to know the product, the cost, the shipping terms and the payment expectation prior to the actual invoice is raised.
Most international customers require a proforma invoice that is clear and professional as the buying decision in 2025. The following is how to create one:
🧾 What is a Proforma Invoice?
It is a tentative document, which contains description of the goods or services provided, price, quantity supplied, delivery time, terms of sale or payment conditions.
Note: A proforma invoice is not a tax invoice and it is not accounted.
✅ Key Elements to Include:
Exporter Details The name of your company, your address, the GSTIN, IEC, contact number, email, and logo.
Proforma Invoice Number & Date Proforma Invoice Number and issue date should use a unique serial number (e.g. PI-2025-001).
Buyer Information Name of importer and his/her company, address, country, contact person and email.
Product Description Comprehensive list of products: the volume, the price per unit, the price, HS code, characteristics.
Incoterms & Delivery Terms Specify the agreed Incoterm (e.g. FOB Mumbai, CIF New York etc.).
Terms of payment Advance, Letters of Credit (LC), 30/70 split etc.
Delivery Timeline - how long it will take to produce and ship/send.
Payment Bank Details Include your business bank details to receive international wire transfer (SWIFT code, IBAN etc.).
Sign, stamp and send in PDF format.
📋 Sample Proforma Invoice Format:
[Your Company Letterhead]
Proforma Invoice No.: PI-2025-001
Date: 12 June 2025
To: [Buyer Name / Company Name]
Address: [Full Address]
Country: [Buyer Country]
Description Qty Unit Price Total
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Cotton Bags 500 $1.80 $900.00
Shipping (FOB Mumbai) $0.00
--------------------------------------------------
Total Amount: $900.00
Payment Terms: 100% Advance
Delivery: 15 Days from Date of Payment
Bank Details: [Your Bank Info with SWIFT Code]
Authorized Signature: ___________
📤 Sending Your Proforma Invoice
Always send PDF file through email
Append pictures of the product or catalogs when necessary
Apply a follow-up text to your WhatsApp business number
Why It Matters
A proforma invoice creates confidence and transparency between you and your international customer. It instills expectations and accelerates the deal.
Want a format that you can customize or an invoice that you can edit?
Published by VSK Global Trade – Your Export Documentation Partner.
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