Proforma Invoice Format (Free Download Template)
A Proforma Invoice Format is a structured document used in import-export business to provide complete details of goods, pricing, delivery terms, and payment conditions before shipment. It helps buyers and sellers agree on trade terms before issuing the final commercial invoice.
What is a Proforma Invoice Format?
A proforma invoice format is a standard layout that exporters use to prepare a proforma invoice. It contains all important transaction details such as product description, quantity, price, delivery terms, and expected shipping date.
This format is widely accepted by banks, customs authorities, and importers for pre-shipment approvals.
Standard Proforma Invoice Format
A typical proforma invoice format includes the following sections:
Exporter (Seller) name and address
Importer (Buyer) name and address
Proforma invoice number and date
Description of goods
HS Code (if applicable)
Quantity and unit price
Total invoice value
Delivery terms (FOB, CIF, CFR, etc.)
Payment terms
Expected shipment date
Country of origin
Sample Proforma Invoice Format (Text Example)
Seller: Pankaj Shipping & Transport Co.
Buyer: Importer Name & Address
Proforma Invoice No: PI-001
Date: DD/MM/YYYY
| Description of Goods | Quantity | Unit Price | Total |
|---|---|---|---|
| Product Name | 100 PCS | USD 10 | USD 1000 |
Delivery Terms: CIF Mumbai
Payment Terms: Advance / LC
Country of Origin: India
Free Proforma Invoice Template Download
You can create a professional proforma invoice using a ready-made template. A proforma invoice template helps save time and ensures accuracy.
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Proforma invoice example format for import export
Difference Between Proforma Invoice and Commercial Invoice
| Proforma Invoice | Commercial Invoice |
|---|---|
| Issued before shipment | Issued after shipment |
| Used for confirmation | Used for payment & customs |
| Not legally binding | Legally binding |
| No tax applicable | Tax applicable |
When is a Proforma Invoice Required?
A proforma invoice is required in the following cases:
Before confirming an import order
For opening a Letter of Credit (LC)
For import license or approval
For buyer’s price confirmation
For bank documentation
Proforma Invoice Format in Import-Export Business
In international trade, the proforma invoice format plays a key role in avoiding disputes. It ensures both buyer and seller clearly understand the transaction before goods are shipped.
Indian exporters and importers commonly use proforma invoices for customs planning and financial arrangements.
FAQs About Proforma Invoice Format
Is there a fixed proforma invoice format?
No, there is no legally fixed format, but standard trade details must be included.
Can a proforma invoice be used for customs clearance?
No, customs clearance requires a commercial invoice.
Can I edit a proforma invoice?
Yes, a proforma invoice can be revised until the final commercial invoice is issued.
Conclusion
Using the correct proforma invoice format is essential for smooth import-export operations. It helps in price confirmation, documentation, and financial planning. Businesses involved in international trade should always use a clear and professional proforma invoice format.