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Proforma Invoice Letter Template for Nigeria

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Key Requirements PROMPT example:

Proforma Invoice Letter

"I need a Proforma Invoice Letter for exporting agricultural machinery to a buyer in Ghana, with delivery scheduled for March 2025, including all necessary export documentation requirements under Nigerian law and ECOWAS regulations."

What is a Proforma Invoice Letter?

The Proforma Invoice Letter is a crucial commercial document widely used in Nigerian and international trade transactions. It serves as a preliminary bill of sale or quotation, issued by sellers to potential buyers before the final completion of a sale transaction. This document is particularly important in scenarios requiring customs clearance, advance payments, or letter of credit arrangements. The Proforma Invoice Letter must comply with Nigerian commercial law, including the Sales of Goods Act and Value Added Tax Act, and typically includes detailed information about the seller and buyer, comprehensive product descriptions, pricing, payment terms, and delivery conditions. While not a final invoice, it often serves as a binding document for customs purposes and can be used to initiate payment processes, especially in international trade. The document is essential for both domestic and international transactions, helping businesses maintain clear records and comply with regulatory requirements.

What sections should be included in a Proforma Invoice Letter?

1. Company Letterhead Details: Sender's company name, address, registration number, contact details, and tax identification numbers

2. Date and Reference Number: Issue date of the proforma invoice and unique reference number for tracking

3. Buyer Information: Complete details of the buyer including name, address, and contact information

4. Product/Service Details: Detailed description of goods/services, including quantity, unit price, and specifications

5. Pricing Breakdown: Itemized list of costs, subtotal, applicable taxes, and total amount

6. Payment Terms: Payment conditions, method of payment, and banking details

7. Delivery Terms: Shipping method, delivery timeline, and Incoterms if applicable

8. Validity Period: Duration for which the proforma invoice remains valid

9. Authorization: Signature block with name and position of authorized representative

What sections are optional to include in a Proforma Invoice Letter?

1. Currency Exchange Information: Include when dealing with international transactions, specifying exchange rates and conditions

2. Special Instructions: Any specific handling, packaging, or shipping instructions when required

3. Terms and Conditions: Additional terms when complex conditions apply to the transaction

4. Warranty Information: When dealing with products that come with specific warranty terms

5. Certificate of Origin Declaration: For international shipments where origin certification is required

6. Product Certification: When dealing with regulated products requiring specific certifications

What schedules should be included in a Proforma Invoice Letter?

1. Technical Specifications: Detailed technical specifications of products when complex items are being quoted

2. Product Images: Visual representation of products when needed for clarity

3. Packaging Details: Specific packaging information when relevant for shipping or handling

4. Quality Certificates: Copies of relevant quality certifications when required by buyer or regulations

Authors

Alex Denne

Head of Growth (Open Source Law) @ tiktok成人版 | 3 x UCL-Certified in Contract Law & Drafting | 4+ Years Managing 1M+ Legal Documents | Serial Founder & Legal AI Author

Relevant legal definitions






























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Relevant Industries

Manufacturing

Import/Export

Retail

Wholesale Trade

Agriculture

Technology

Construction

Automotive

Consumer Goods

Industrial Equipment

Pharmaceuticals

Telecommunications

Energy

Mining

Textiles

Food and Beverage

Relevant Teams

Sales

Finance

Accounts Receivable

Export

Import

Commercial

Supply Chain

Procurement

Operations

Legal

Shipping

Trade Compliance

Business Development

Relevant Roles

Sales Manager

Export Manager

Import Coordinator

Commercial Director

Finance Manager

Accounts Receivable Specialist

Business Development Manager

Supply Chain Manager

Procurement Officer

Trade Compliance Officer

Shipping Coordinator

Chief Financial Officer

Sales Representative

Operations Manager

Customs Compliance Specialist

Industries








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Employer, Employee, Start Date, Job Title, Department, Location, Probationary Period, Notice Period, Salary, Overtime, Vacation Pay, Statutory Holidays, Benefits, Bonus, Expenses, Working Hours, Rest Breaks, 聽Leaves of Absence, Confidentiality, Intellectual Property, Non-Solicitation, Non-Competition, Code of Conduct, Termination, 聽Severance Pay, Governing Law, Entire Agreemen

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