How to Make a Proforma Invoice for Export Orders

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:


Sample export proforma invoice India

🧾 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
--------------------------------------------------
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.


Comments

Post a Comment

Popular posts from this blog

Top Export Opportunities from India in 2025: What Global Buyers Are Demanding Now

Image
Explore the meta description to find out more. Review the list of India’s top export products expected for the year 2025. See what kind of agri goods and green products are being sought by buyers. Utilize VSK Global Trade to begin your export operations now. 📘 Introduction Indian exporters now have greater opportunities because of 2025. Since more people worldwide are interested in Indian goods, especially on food, machinery, health, and environmental topics, fast-acting exporters have a higher chance to secure reliable buyers. At VSK Global Trade, we are here to help Indian companies like yours start or expand in exports, from identifying buyers to taking care of paperwork. 👉 Visit Our Website to Get Free Export Advice Today. 1. Agro & Food Products are Loved by People All Over the World UAE, Saudi Arabia, UK, and Japan are importing Indian rice, spices, and ready-to-eat meals on a regular basis. People usually prefer organic and quality-checked products. Hot-Selling Products :...
Read more

🇮🇳 Best Indian States to Start an Export Business (2025 Ranking)

Image
The exporting industry in India is booming but there is a lot of difference in the choice of state to establish the exporting business. In 2025, a few states will be outstanding due to their infrastructure, government policies, skilled workforce and export-friendly environments. These are the top ranking Indian states to begin export business in 2025: 1. Maharashtra Maharashtra where ports of Mumbai and Navi Mumbai are located, is a leader in exports. It has an excellent connectivity, a developed logistics and the powerful industrial regions such as Pune and Nashik. Exports: Automobiles, chemicals, textiles, electronic Government Support: Export Promotion Councils, financial incentives 2. Gujarat Gujarat is referred to as the Gateway to India and provides world class ports (such as Kandla and Mundra) and a business friendly environment. Key Exports: Petrochemicals, gems, jewelry and engineering goods Advantages: Deregulated rules, Special Economic Zones (SEZs) 3. Tamil Nadu Tamil Nadu ...
Read more

Complete List of Export Documents Required from India in 2025

Image
When considering exporting out of India in 2025, the right documentations are essential to prevent delays, penalty, and rejection of shipments. Good documentation will result in quick customs clearance, easy trade and confidence by the buyer. The following is the list of all export documents every Indian exporter must be aware of: 1. Commercial Invoice This is the bill of sales given by the exporter to the importer. It contains the information of the product, quantity, value and payment terms. Tip: Has to correspond with the Letter of Credit (LC) in case of its occurrence. 2. Packing List List of goods in individual packs or containers. Assists customs to eye and check. Contains: Weight, size, type of packaging, marks. 3. Bill of Lading / Airway Bill Transport document given by shipping line (B/L) or airline (AWB). Bill of Lading (Sea Freight): Documentation of Ownership of the Shipment Airway Bill (Air Freight): Delivery note of air freight: 4. Shipping Bill / Bill of Export Required ...
Read more