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Home/Trade Resources/Word Templates/Proforma Invoice Word Template

Proforma Invoice Word Template

Printable proforma invoice in Word for stamp and signature workflows. — enterprise trade guide with workflow, examples, FAQ, and related tools.

Professional Version · Word Templates

Format
WORD
Updated
2026-07-01
Version
v3.0.0

Download

Download Professional Template

Professional Version — ready for direct business use. Replace with your company data and verify against contract and regulations.

Resource Overview

Printable proforma invoice in Word for stamp and signature workflows. — enterprise trade guide with workflow, examples, FAQ, and related tools.

Usage

Proforma invoice for buyer approval, L/C opening, and import license applications. Use to prepare export/import documents — keep data aligned with contract and related forms. Professional export teams use this page to brief operations, finance, and forwarders before cutoff — keep wording aligned with the sales contract, commercial invoice, packing list, and bank presentation set.

Template Includes

  • Proforma number & date
  • Seller & buyer parties
  • Goods description & HS code
  • Quantity, unit price, amount
  • Incoterms® 2020 & ports
  • Validity & payment terms

Proforma Invoice Word Template is a downloadable workbook/template — not a commercial invoice preview. Download the file and edit locally.

How to Use

How to Use

  1. Issue after quotation acceptance — align with PO if issued.
  2. Mark clearly as PROFORMA — not tax invoice for clearance.
  3. Match L/C application fields if buyer opens credit.
  4. Convert to commercial invoice after shipment with final quantities.
  5. Keep proforma in document chain for audit.

Common Errors

  • Using the wrong document type for bank presentation (e.g. PO instead of invoice)
  • Party names or addresses inconsistent across the document set
  • Missing Incoterms® 2020 named place or delivery window

Tips

  • Cross-check with commercial invoice and packing list before shipment.
  • Archive signed PDF with contract file.

FAQ

Is this Proforma Invoice the same as a commercial invoice?
No — Proforma Invoice serves pre-shipment commercial offer for approval; invoice is for customs/bank value declaration.
Can I present this to the bank under L/C?
Usually not alone — follow L/C Article 46 for required document types.
How to edit after download?
Open in Excel/Word/PDF editor locally — Trade31 does not store your data.
Who signs?
Authorized buyer/seller signatories per your company policy and contract.
How to align with Trade31 tools?
Use quotation/landed-cost tools for figures, then transfer to template.
Sample vs Professional?
Professional includes full fields; Sample shows structure only.

Related Resources

Proforma Invoice Excel Template

Proforma invoice for quotations, L/C applications, and customs valuation. — enterprise trade guide with workflow, examples, FAQ, and related tools.

International Sales Contract Word Template

Bilingual-ready sales contract with Incoterms, payment, inspection, and dispute clauses. — enterprise trade guide with workflow, examples, FAQ, and related tool

Packing Declaration Word Template

Shipper declaration of carton contents and weights for customs or carrier. — enterprise trade guide with workflow, examples, FAQ, and related tools.

Related Knowledge

What is a Proforma Invoice (PI)? Buyer & Seller Decision Guide

Proforma invoice decisions — when to use PI vs quotation vs commercial invoice, required fields, deposits, L/C opening, and common mistakes.

Commercial Invoice vs Proforma Invoice

Side-by-side comparison of commercial invoice and proforma invoice for export ops.

Commercial Invoice — Complete Guide for Exporters & Importers

Commercial invoice for customs clearance — mandatory fields, HS codes, Incoterms® 2020, examples, and country rules for CN, US, EU, JP, VN, MY, SG.

What is FOB? Free on Board Decisions for Ocean Exports

What is FOB? Free on Board Decisions for Ocean Exports — Trade31 practical guide for importers and exporters.

How to Calculate FOB Price

Step-by-step FOB pricing — product cost, local charges, export fees, and unit price for export quotes.

Related Tools

FileText

Commercial Invoice Generator

Generate commercial invoice documents for export shipments. — enterprise trade guide with workflow, examples, FAQ, and related tools.

FileText

Packing List Generator

Generate export packing list documents from your shipment details. — enterprise trade guide with workflow, examples, FAQ, and related tools.

Calculator

FOB Calculator

Calculate FOB price from product cost, packaging, inland freight, and export charges. Runs locally in your browser. — enterprise trade guide with workflow, exam

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Landed Cost Calculator

Estimate total import landed cost: CIF + duty + VAT + destination charges. Runs locally. — enterprise trade guide with workflow, examples, FAQ, and related tool

Next: complete your trade workflow

Recommended next step

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  2. Read filling guides
  3. Start RFQ

Suggested actions

Use with calculatorsRead filling guides

Recommended tools

  • Commercial Invoice Generator
  • Packing List Generator
  • FOB Calculator
  • Landed Cost Calculator

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  • Packing Declaration Word Template

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