Send a quotation buyers can compare at a glance: a photo beside each product, a clear Incoterm, and the date the price ends. When they say yes, the same details become your proforma invoice.
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Mark the key dimensions on your product photo and add it to the quotation. Buyers can check the fit without another round of emails.
A quotation is an offer: these goods, at this price, on these terms, until this date. In export sales it's often the first document a buyer sees from you, and it gets compared side by side with others.
A price alone doesn't win that comparison. The buyer has to be able to see what the price includes.
| Field | What to write | Why it matters |
|---|---|---|
| Quotation number and date | Your own number and the date of issue | The buyer quotes it when replying |
| Your company and the buyer | Full names, with a contact person | Shows who is making the offer and who it's for |
| Product and photo | Model, description and a clear photo | Avoids confusion over which product is priced |
| Quantity and unit price | Price at the quantity quoted | Prices usually change with quantity |
| Currency | One currency, stated clearly | Avoids disputes when rates move |
| Incoterm and named place | Such as FOB Ningbo | A price without this can't be compared with another |
| Payment terms | Such as 30% deposit, 70% against copy of B/L | Part of the real cost to the buyer |
| Valid until | The date the offer ends | Protects you from price changes |
| Lead time | Such as 30 days after deposit | Often decides the order as much as price does |
Both show goods and prices, so they're often confused. A quotation is how you open the deal. A proforma invoice is how you confirm it once the buyer agrees.
| Quotation | Proforma invoice | |
|---|---|---|
| When | Before the buyer agrees | After the buyer agrees |
| Purpose | Offer a price | Arrange payment or an import licence |
| Bank details | Rarely | Yes |
| Next step | Buyer negotiates or accepts | Buyer pays a deposit or opens a letter of credit |
The quotation is the first of four documents in an export order. The proforma invoice, commercial invoice and packing list read from the same form, so the product names and quantities you quoted carry through to shipment.
Your draft stays in your browser and nothing you type is uploaded while you work. Product photos stay in the page until you close it, so add them last if you plan to come back later.
Related: how to write an export quotation · export price calculator · CBM calculator
A seller's written offer: which goods, at what price, on what terms and until when. The buyer can accept it, negotiate or let it expire.
A quotation offers a price before a sale. An invoice bills for a sale that has been agreed. For exports, a proforma invoice usually sits between the two.
Many exporters use 15 to 30 days. Go shorter if material or freight prices are moving, and always write the actual date rather than “30 days”.
It depends on the Incoterm. Under FOB, the buyer pays the main freight. Under CIF, you do, and your price includes it. Always state the Incoterm and named place so the buyer can tell.
Yes. Each line can have its own photo, shown beside the product in the PDF. Photos with the dimensions marked answer more of the buyer's questions.
Usually the one your buyer expects, or US dollars for most international trade. Choose one and use it for the whole quotation.
Yes. Filling it in needs no account, and downloading the PDF needs a free one. The free PDF has a small line in the footer. Pro removes it and adds your logo and stamp.
