The Proforma Invoice Letter is a crucial document in international trade transactions governed by Dutch law. It serves as a preliminary invoice issued by sellers to buyers before the final sale, typically used for customs valuation, obtaining import licenses, or opening letters of credit. While not a demand for payment, this document must contain specific elements required by Dutch commercial law and EU trade regulations, including detailed product descriptions, pricing, delivery terms, and party information. The Proforma Invoice Letter is particularly important in situations where advance declaration of transaction details is needed for regulatory compliance or when buyers require formal quotations for internal approval processes. This document type is distinct from a commercial invoice as it's marked as 'Proforma' and typically includes validity period information.
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1. Company Letterhead: Sender's company details including legal name, address, registration number, VAT number, and contact information
2. Date and Reference Number: Current date and unique reference number for the proforma invoice
3. Recipient Details: Full name and address of the receiving party, including their VAT number if applicable
4. Proforma Invoice Declaration: Clear statement that this is a proforma invoice and not a demand for payment
5. Item Description: Detailed description of goods/services, including quantities, unit prices, and total amounts
6. Financial Summary: Subtotal, applicable taxes (if any), shipping costs, and total amount in specified currency
7. Delivery Terms: Incoterms, shipping method, and estimated delivery timeline
8. Payment Information: Proposed payment terms and bank details (marked as preliminary)
9. Legal Notice: Statement about the non-binding nature of the proforma invoice and its validity period
1. Country of Origin: Required when goods are being exported/imported, stating the origin of products
2. Customs Information: Include when needed for customs clearance, including HS codes and export control classifications
3. Insurance Details: Optional section for specifying insurance arrangements when relevant for shipping
4. Special Instructions: Any special handling, packaging, or delivery instructions specific to the shipment
5. Quality Certificates: References to required quality certificates or compliance documents when applicable
6. Exchange Rate Information: Include when transaction involves multiple currencies, stating the applied exchange rate
1. Detailed Product Specifications: Technical specifications or detailed descriptions of complex products
2. Packing List: Detailed breakdown of items, quantities, and packaging information
3. Required Certificates: Copies of relevant quality, origin, or compliance certificates
4. Terms and Conditions: General terms and conditions referenced in the proforma invoice
Relevant legal definitions
Clauses
Relevant Industries
Manufacturing
International Trade
Wholesale
Retail
Technology
Agriculture
Automotive
Electronics
Textiles
Chemical Industry
Food and Beverage
Pharmaceuticals
Construction Materials
Industrial Equipment
Consumer Goods
Relevant Teams
Finance
Sales
International Trade
Logistics
Legal
Export
Import
Commercial Operations
Supply Chain
Documentation
Treasury
Customer Service
Compliance
Shipping
Relevant Roles
Export Manager
Import Coordinator
Sales Manager
Finance Director
Customs Compliance Officer
International Trade Specialist
Logistics Manager
Commercial Director
Account Executive
Treasury Manager
Supply Chain Manager
Business Development Manager
Documentation Specialist
Trade Finance Manager
Shipping Coordinator
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