Proforma Invoice Format for Export (Free PDF Template)
A proforma invoice template is a ready layout for the preliminary invoice an exporter sends before shipment, so the buyer can approve the order, open a letter of credit or pay an advance. It sets out the goods, prices, currency, Incoterm, shipment period, payment terms, validity and bank details — and is clearly marked as not a demand for payment.
The template
Every field, in the order most banks and customs officers expect to read it. Use it as a checklist even if you build the document in another tool.
Proforma Invoice Format for Export (Free PDF Template)
PROFORMA INVOICE
Proforma invoice No. & date: ______________________
Buyer's enquiry / order ref. (if any): ______________________
Valid until: ______________________
Exporter (Seller)
Name: ______________________
Address: ______________________
Country: ______________________
IEC (India): ______________________
GSTIN / VAT / tax ID: ______________________
Contact: ______________________
Buyer
Name: ______________________
Address: ______________________
Country: ______________________
Tax ID (EORI / VAT / GST / other): ______________________
Consignee (if different)
Name / address: ______________________
Proposed shipment details
| Field | Value |
|---|---|
| Terms of delivery (Incoterms® 2020, proposed) | e.g. FOB Mundra / CIF Jebel Ali |
| Country of origin of goods | |
| Port of loading | |
| Port of discharge | |
| Final destination | |
| Shipment period / latest shipment date | |
| Terms of payment (proposed) | e.g. 30% advance, balance against documents |
| Currency | USD / EUR / … |
Goods (indicative)
| Line | Description of goods | HS code | Qty | Unit | Unit price | Amount |
|---|---|---|---|---|---|---|
| 1 | ||||||
| 2 | ||||||
| 3 |
Total quantity (indicative): ______________________
Freight / insurance (if quoted): ______________________
Total amount (indicative): ______________________
Amount in words: ______________________
Bank details (for advance payment / LC)
Beneficiary: ______________________
Bank & branch: ______________________
Account No. / IBAN: ______________________
SWIFT: ______________________
Notes
For and on behalf of: ______________________
Authorised signatory: ______________________
Date: ______________________
Structure for exporters — adapt fields to buyer and licence/LC requirements. Keep quantities, prices, and Incoterms consistent with the commercial invoice you issue once the shipment is firm.
Template for reference only — not legal, banking, or customs advice. Confirm the final document set with your bank or broker before sending.
Filled sample
A completed example with fictional parties, so you can see what goes in each box.
Proforma Invoice Format for Export (Free PDF Template) — sample
PROFORMA INVOICE — SAMPLE
Proforma invoice No. & date: PI/2026-27/0098 · 28 Aug 2026
Buyer's enquiry ref.: Email of 26 Aug 2026
Valid until: 27 Sep 2026
Exporter / Buyer
Exporter: Sample Textiles Pvt. Ltd., Surat, India · IEC 0512345678 · GSTIN 24AAACS1234F1Z5
Buyer: Example Home Goods LLC, Jebel Ali Free Zone, Dubai, UAE · VAT 100123456700003
Proposed shipment details
| Field | Value |
|---|---|
| Terms of delivery | CIF Jebel Ali (Incoterms® 2020) |
| Country of origin | India |
| Port of loading / discharge | Mundra → Jebel Ali |
| Shipment period | Within 30 days of LC receipt; latest 30 Sep 2026 |
| Terms of payment | Irrevocable sight LC |
| Currency | USD |
Goods (indicative)
| Line | Description of goods | HS code | Qty | Unit | Unit price | Amount |
|---|---|---|---|---|---|---|
| 1 | Cotton bath towels, 70×140 cm | 6302.60 | 3,200 | pcs | 4.20 | 13,440.00 |
| 2 | Cotton hand towels, 40×70 cm | 6302.60 | 4,000 | pcs | 1.35 | 5,400.00 |
Total quantity (indicative): 7,200 pcs
Freight and insurance (quoted): USD 880.00
Total amount (indicative): USD 18,840.00
Amount in words: US Dollars Eighteen Thousand Eight Hundred Forty Only
Notes
Beneficiary bank: Example Bank Ltd., Surat branch · SWIFT EXMPINBBXXX
Fictional sample for illustration. Values are examples only.
Every field explained
| Field | What goes in it | Who requires it |
|---|---|---|
| Proforma No. & date | Your reference and issue date, labelled 'Proforma invoice' | Buyer; LC applicant's bank |
| Valid until | Date the prices and terms expire | Good practice — protects you from price changes |
| Exporter + IEC / tax ID | Legal name, address, IEC, GSTIN or VAT | Import licence and LC applications |
| Buyer / consignee | Names, addresses and tax IDs | Buyer's bank; import licence |
| Terms of delivery (Incoterm) | Proposed Incoterms® 2020 rule and named place | LC opening — the LC is built on it |
| Ports and final destination | Proposed port of loading and discharge | LC |
| Shipment period | e.g. 'within 30 days of LC receipt' or a latest date | LC latest shipment date; buyer planning |
| Goods with HS code | Description, HS code, quantity, unit price, amount | Import licence; LC goods description |
| Freight / insurance | Quoted separately under CIF or CFR | Buyer's cost approval |
| Total and amount in words | Indicative total in the invoice currency | LC amount; advance calculation |
| Terms of payment | Advance %, LC type, balance terms | Buyer; bank |
| Bank details | Beneficiary bank, account, SWIFT | Advance payment; LC advising bank |
How to fill it in
- Label the document 'Proforma invoice' and give it its own number series.
- Quote goods, HS codes, prices and the Incoterm you are prepared to ship under.
- State a shipment period and a validity date.
- Add payment terms and the bank details the buyer should use for an advance or LC.
- Keep a copy — the commercial invoice should follow it unless both sides agree a change.
What 'pro forma' means
Pro forma is Latin for 'as a matter of form'. A proforma invoice looks like an invoice but works as a formal quotation: it tells the buyer exactly what the invoice will say if they go ahead. It's not a demand for payment and it's not a tax invoice, so it isn't entered in your sales ledger or GST return.
When exporters issue a proforma invoice
A proforma is usually the first document of an export order. Buyers ask for one because something on their side needs it before the goods can move.
- Opening a letter of credit: the buyer's bank builds the LC from the proforma's goods, value, Incoterm and shipment period.
- Paying an advance: the buyer remits against the proforma's total and bank details.
- Import licences, foreign exchange approval or internal purchase sign-off in the buyer's country.
- Pricing a quote formally when a buyer wants more than an email.
How long a proforma invoice stays valid
There's no fixed legal period. Exporters set one on the document, commonly 15 to 30 days, because prices, exchange rates and freight move. Without a validity date the buyer can reasonably argue the old price still stands. If it lapses before the buyer confirms, reissue it with a new number and date rather than editing the old one.
Proforma invoice and GST
No GST is charged on a proforma because it isn't a supply or a tax invoice. The GST treatment (export under LUT or on payment of IGST) goes on the commercial invoice you issue when the goods ship. An advance received against a proforma for an export of goods doesn't create GST liability at that point. Confirm specific cases with your CA.
From proforma to commercial invoice
The commercial invoice should repeat the proforma's goods, prices, currency and Incoterm unless both sides agree a change in writing. Under an LC, the commercial invoice must match the credit, which was built from the proforma. Retyping between the two is where quantities and descriptions drift, so generate one from the other.
Download the proforma invoice template
The blank template above as a print-ready PDF. Enter your email and we'll send it straight away.
Template / checklist for reference only. Adapt to buyer and LC requirements, and confirm the final set with your bank or broker before sending.
Frequently asked questions
What is a proforma invoice template?
A layout for the preliminary invoice an exporter sends before shipment, listing the goods, prices, Incoterm, shipment period, payment terms and validity, so the buyer can approve the order, open an LC or pay an advance.
Is a proforma invoice legally binding?
No. It's an offer, not a demand for payment. The commercial invoice issued when goods ship is the binding bill.
What's the difference between a proforma and a commercial invoice format?
The fields are similar, but a proforma is marked as preliminary, carries a validity date and a proposed shipment period, and its figures are indicative. The commercial invoice records the actual shipment.
Can I use a proforma invoice for customs clearance?
Generally no — customs needs the commercial invoice. A proforma can support an import licence or LC application.
What does pro forma mean on an invoice?
'As a matter of form'. It marks the document as a preliminary invoice, a formal quote of what the final invoice will say, rather than a bill.
How long is a proforma invoice valid?
As long as the validity date printed on it, commonly 15 to 30 days. There's no statutory period, so always state one.
Is GST charged on a proforma invoice?
No. A proforma isn't a tax invoice, so it carries no GST and doesn't go into your GST return. The tax treatment appears on the commercial invoice at shipment.
Who issues a proforma invoice, the buyer or the seller?
The seller (exporter). The buyer's equivalent is the purchase order, which the buyer issues to confirm what they're ordering.
Can a buyer open a letter of credit from a proforma invoice?
Yes, that's one of its main uses. The buyer's bank takes the goods, amount, Incoterm, ports and shipment period from the proforma, so check those carefully before you send it.
Informational only — not legal, banking, tax, or customs advice. Always verify document and LC requirements with your bank, CHA / customs broker, and buyer before presentation.