Free export price quotation template

Send buyers a clear offer before the order: specifications, MOQ, prices on a named Incoterms rule, payment terms, lead time and how long the prices are valid.

What the template covers

Seller and buyer details, quotation number, date and validity
Incoterms 2020 rule and named place, payment terms, lead time and country of origin
Item lines with specification, HS code, MOQ, quantity, unit, unit price and amount, with the total calculated
Notes for packing, samples and what the price does not include

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Guides on this topic

Proforma Invoice Meaning and How It Differs from a Commercial Invoice (Customs Rules)Proforma vs commercial invoice: what each is for, when customs or banks refuse a proforma (19 CFR 141.91, UCP 600 Art. 18), free samples, and what…Payment Terms in International Trade: T/T, L/C, D/P, D/A, Open AccountT/T in advance, 30% deposit and 70% against copy B/L, L/C, D/P, D/A and open account compared: who bears the risk, how each works and the wording…

Quotation or proforma invoice?

A quotation is an offer: it invites the buyer to order and can still be revised. A proforma invoice comes after the buyer accepts and sets out the agreed order, often so the buyer can pay a deposit or apply for an import licence or a letter of credit.

What makes an export quotation clear

Always state the Incoterms 2020 rule with a named place (for example FOB Busan), the currency, the validity date and the payment terms. Give the MOQ and the lead time from order or deposit, and say what is not included, such as testing, certificates or special packing.

Common mistakes

A price without an Incoterms rule, open-ended validity while costs or exchange rates move, units that do not match the price (per piece or per carton), and no HS codes when the buyer needs them to estimate duty.

Common questions

How long should a quotation be valid?

Commonly 30 days, and shorter when raw material prices, freight or exchange rates are moving. Write the end date, not just the number of days.

Should I include the HS code?

It helps. Buyers use the HS code to estimate import duty and to check whether the goods need licences or certificates, so a likely code speeds up their decision. Confirm the final code with a customs broker.

Can I quote in my own currency?

Yes, but most international buyers expect US dollars or euros. Whatever you choose, write the currency next to the prices and keep it the same on the proforma and commercial invoices.

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