How to Send a Quote, Samples and a Proforma Invoice to an Overseas Buyer (2026)

An overseas buyer who likes your product will almost always ask for the same three things: a quotation, a sample and a proforma invoice. Getting the proforma invoice for export right matters because the buyer may need it for their own paperwork, and mistakes here cause delays later. This guide explains what a proforma invoice is, which details it normally carries, and how to move from quote to sample to confirmed order. It is general information, not legal advice.

What is a proforma invoice?

The US government's trade site describes a pro forma invoice as a quote in an invoice format. According to its pro forma invoice page (content last changed April 2026), a buyer may need one to apply for an import licence, to arrange pre-shipment inspection, to open a letter of credit or to arrange hard currency. The page adds that it may not be a required shipping document, but it gives the buyer detailed information about the shipment, and that changes to it should not be made without the buyer's consent.

It is not the same as the commercial invoice. The same agency's common export documents page (last changed February 2025) describes the commercial invoice as the bill and legal document between exporter and buyer, one of the main documents customs uses to determine duties, and says the packing list is not a substitute for it. In short: the proforma comes first, as an offer; the commercial invoice comes with the shipment, as the bill.

Proforma invoice for export: what to include

The trade.gov page lists the typical fields. Use them as your checklist:

Your name and address as seller, and the buyer's name and address
The buyer's reference (their purchase enquiry or order number, if any)
The items quoted, with prices per unit and extended totals
Weights and dimensions of the quoted products
Discounts, if applicable
The terms of sale or Incoterm, including the delivery point
The terms of payment
Estimated shipping date
A validity date, after which the offer lapses

For farm products, add the specification you agreed (grade, moisture, packing size, number of bags or cartons) so the buyer's bank, inspector or authority sees the same description everywhere. Keep names, spellings and quantities identical across the proforma, packing list and commercial invoice, because the trade.gov page notes customs may check cargo against the packing list and the invoice should match it.

How to write a quotation an overseas buyer can use

Before the proforma, the buyer often wants a simple quote. Make it easy to compare:

State the price basis. A price without an Incoterm is ambiguous. Read our complete guide to Incoterms before you choose between terms such as FOB and CIF.
Give a minimum order and unit. Say whether the price is per kilogram, per tonne or per container, and what the minimum order quantity is.
Show a validity period. Currency and freight costs move, so quotes should expire.
Name the currency. Say whether you are quoting in US dollars, euros or another currency, and do not convert using a rate you assumed.

How to send samples to an overseas buyer

Samples build trust, but they also cost money and can be abused. Good practice is to send them only to buyers you have checked; our guide on vetting an overseas counterparty has a checklist. Then:

Send a representative sample. It should come from the same lot you would ship, and you should keep a sealed duplicate so both sides can compare later.
Label it clearly: product name, grade, lot number and your company details.
Agree who pays courier costs and whether the sample fee is credited against a later order.
Ask the buyer what the destination requires. Food and plant samples can be regulated even when they are small.

As one example of destination rules, the US Food and Drug Administration states in its prior notice guidance that prior notice is required for food imported for use, storage or distribution in the US, including trade and quality assurance or market research samples, with personal-use food carried by travellers and personal gifts exempt. For international mail it says notice must be submitted before the food is sent. That guidance is dated August 2011 and was marked current as of November 2018 on the FDA page, so check the live FDA guidance and ask your buyer or courier what applies. Rules for other destinations differ, so confirm with the importing country's authority before shipping.

Agreeing payment terms before the order

The proforma must state the payment terms, so settle them first. The International Chamber of Commerce's academy describes a documentary credit (letter of credit) as a bank instrument that pays the seller if the credit's terms are met, with banks dealing in documents rather than goods (article dated 29 November 2024, ICC Academy). It also describes documentary collection, where banks act as agents and carry no payment liability. Our explainer on LC, TT and escrow payment terms compares these options in plainer language. Whatever you agree, write it into the proforma and the contract.

Common mistakes that delay orders

Changing prices or quantities after the buyer accepted the proforma without telling them. The trade.gov page says changes need the buyer's consent.
Leaving out the validity date or Incoterm.
Different product descriptions on the proforma, packing list and invoice.
Sending a sample from a better lot than the one you will ship.
Failing to ask which documents the buyer's authorities require. The trade.gov page recommends asking your foreign buyer or freight forwarder.

Frequently asked questions

What is the difference between a quotation and a proforma invoice? A quotation states price and conditions. A proforma invoice puts the same offer in invoice format, with the detail a buyer needs for their own import and payment paperwork.

Is a proforma invoice a legal document for customs? It is generally an offer, not the final bill. The commercial invoice is the document customs uses. Ask your buyer and clearing agent which documents are required.

Should I charge for samples? That is a commercial decision. Many exporters ask the buyer to pay courier costs; agree it in writing first.

How long should a proforma invoice be valid? The trade.gov page says to include a validity date but does not set a period. Choose one that reflects how fast your costs and exchange rates move.

Getting started

Create a free Comilmart account and list your products. Buyers can send requests for quotation at /request-quotation, and you can ask via live chat about how sample orders work on the platform. Browse food and agro listings to see how others present specs. Rules change, so confirm export and import paperwork with the relevant authorities or a licensed clearing agent.