When a buyer asks for a quotation the seller should always provide a pro_forma invoice. A pro_forma invoice is an invoice sent in advance of the commercial invoice, which is the final bill that the buyer agrees to pay. Some of the advantages of pro_forma invoice to the importer include to show to his government for foreign currency allocation, opening letters of credit and most importantly, to have a detailed information on the transaction that can help him plan. An accurate and professionally submitted pro forma_invoice can help buyers to make a decision and agree to the quotation.
Their Details and Yours _ must be complete This is basic stuff, but you can't afford to forget it. In addition to the client's address, make sure to include the name of the client's contact person who handles your account! A company with three employees can figure out what you're doing; but in big companies, invoices get misplaced, especially if there's confusion over who belongs to which project. You'll also need your company name, your name, address, telephone number and email address. If they have any questions about the charges, contacting you should be as easy as possible.