Detailed information about all of the documents discussed on this page can be found on the International Trade OnLine website.
Commercial Invoice
Role of Document
The Commercial Invoice is the main document in the transaction, and as such must be prepared and issued with utmost care and attention to detail.
Integrity of Information
Data detailed in the invoice must be totally accurate as this information will be relied upon by a wide variety of interested parties, such as buyer, customs etc.
Good Faith
The buyer will accept information in good faith, and will place great dependency on its accuracy.
Errors on Invoices
Errors on invoices reflect badly on the seller and may have a damaging effect on future business relationships.
Statements on Invoices
Any Statement shown on an invoice should be accurate and defendable, they should also be signed by a person who understands the nature of the Statements.
Minimum Information
Information on the Commercial Invoice reflects the terms and conditions of the contract between the seller and the buyer.
Pro Forma Invoice
Reasons for Issuance
The Buyer may require a Pro Forma to enable him to finalise on financial requirements ( perhaps to open a Letter of Credit) or enable him to obtain where necessary any import license or permits.
Payment Against Pro Forma
In this circumstance the seller must deliver exactly as per Pro Forma or risk being in breach of contract.
Incomplete Data
The Pro forma should clearly indicate that some data is incomplete or may only be available nearer time of shipment/delivery.
What is to Come
The Pro forma provides an indication to the buyer of what the seller intends to deliver, and as such he may take actions based on this information.
Quotation
Company Strategy
The company must adopt a clear strategy as to how it processes and monitors any quotations which it issues.
Buyer's Perception
The Quotation clearly indicate whether it is an offer to sell on detailed terms and conditions or whether it is to be regarded as an enticement for the potential buyer to make an offer to buy.
Trading/Delivery Terms
The seller must ensure that any such terms are fully acceptable to him, particularly if these are contained in the buyers acceptance of the Quotation.
Pricing/Payment Terms
As with Trading/Delivery terms the seller must check carefully to ensure that no unacceptable adjustments have been made by the buyer in his acceptance of the Quotation.
Validity
All Quotations must contain an expiry date, after which the Quotation subject to review.
Packing List/Note
Role of the Packing List
This document identifies which product and in what quantities are in which package.
Role of Packing Note
A Packing Note indicates where specific packages are loaded in a container/transport vehicle.
Interested Parties
The Buyer, transport companies, cargo handlers, customs officials and other official parties will all have an interest in information containing on a Packing Note or Packing List.
Need for Accuracy
The involvement of numerous parties each of whom will use information for its own purposes underlines he need to accuracy.
