Key takeaways
- State the Incoterm with a named place, and price consistently with it.
- Give payment terms precisely — advance percentage, balance trigger, and bank details in full.
- Include packing, weights, dimensions and shipment mode so the forwarder can quote without asking.
- Reference numbers matter: the proforma number will be quoted on the LC, the transport document and the final invoice.
The three readers of an export proforma
The buyer is checking specification, price and delivery. The bank is checking that the document supports the payment instrument — amounts, tolerances, description and shipment window. The forwarder is checking weights, dimensions, packing and the delivery term. If any one of them has to email you for missing information, the shipment slips.
What to include beyond a domestic invoice
A domestic invoice is largely commercial. An export proforma adds logistics and banking detail.
Incoterms and named place
Always pair the term with a place — FOB Jebel Ali, CIF Mombasa, DAP buyer's warehouse with the full address. The term determines who arranges and pays for carriage and insurance, and therefore whether those costs sit inside your quoted price. State the Incoterms version you are using.
Payment terms and bank details
Spell out the structure: for example 30% advance against the proforma, 70% against a scanned bill of lading, or an irrevocable letter of credit at sight. Give beneficiary name exactly as held by the bank, account number, IBAN, SWIFT/BIC, bank name and branch address. Include intermediary bank details where your bank requires them for the corridor.
Shipment and packing information
Mode of transport, port or airport of loading and discharge, expected shipment window, number and type of packages, gross and net weight, dimensions and stacking or handling notes. Where goods are hazardous or temperature-controlled, note the classification and requirement.
Validity and tolerances
Give a validity period for the pricing, and where quantity may vary — bulk, cut lengths, weighted goods — state a tolerance such as plus or minus 5%. Banks match documents strictly, so tolerances written into the proforma prevent discrepancy fees later.
Multi-currency pricing
Price in one currency and state it with the ISO code. If the buyer needs an indicative figure in their own currency, add it as a clearly labelled indication with the rate and date used, not as a second price.
How the proforma flows into the rest of the file
| Stage | Document | What must match the proforma |
|---|---|---|
| Buyer approval | Signed proforma or purchase order | Specification, quantity, price, delivery term |
| Payment setup | Letter of credit or advance transfer | Amounts, description, shipment window, beneficiary details |
| Booking | Forwarder booking and packing list | Weights, packages, ports, Incoterm |
| Shipment | Commercial invoice and transport document | Description, values, origin, references |
Keeping one reference number across all four stages is the simplest control there is. When a query arrives three months later, it is the number that lets anyone reconstruct the transaction quickly.
Export documentation, licensing and tax treatment vary by country and product. Confirm current requirements with your bank, freight forwarder or the relevant authority before relying on a document.
Create the document
DocMak's Proforma Invoice Maker handles multi-line pricing, currency, Incoterms and bank details, and exports a clean PDF you can send to a buyer or bank. For contract terms behind the sale, pair it with a sale of goods agreement.
Frequently asked questions
Is a signed proforma invoice a contract?
A countersigned proforma is often treated as evidence of agreed terms, but it is thinner than a written sales contract. For higher-value or recurring supply, use a sale of goods agreement and reference the proforma in it.
Which Incoterm should we quote?
It depends on who is better placed to arrange carriage and carry risk. FOB and CIF remain common in sea freight, DAP where the buyer wants a delivered price. Quote the term you can actually perform.
Should the proforma show VAT on an export sale?
Treatment depends on the jurisdiction and on whether the supply qualifies as an export. Show the tax treatment you have confirmed for that transaction rather than defaulting to a standard rate.