Export Quotations: Put Your Price Offer in Writing

An email from a buyer lands in your inbox: "What's your price for 500 units, CIF Los Angeles?" You could reply with a number and hope everyone remembers the terms — or you could send a proper export quotation with INCOTERMS, currency, validity and payment terms spelled out. It's a business document for record-keeping, not a binding contract unless both parties agree separately in writing.

Quotation, proforma, commercial invoice — don't mix them up

• Export quotation — your offer while you're still negotiating. Always set a "Valid Until" date.
• Proforma invoice — looks like an invoice; used for deposits, bank transfers or opening a letter of credit.
• Commercial invoice — the customs document you issue when goods actually ship.

We cover the proforma vs quote distinction in more detail in our proforma vs quote guide.

Fields that matter for export quotes

• INCOTERMS — EXW, FOB, CIF, DDP decide who pays freight and insurance. Use the same term on the quote and the eventual commercial invoice.
• Currency — USD is common, but quote in whatever you agreed with the buyer.
• Payment terms — T/T, L/C, deposit percentage. Ambiguity here causes payment delays later.
• Validity date — steel prices move, freight rates jump. An open-ended quote is an invitation to argue in three months.
• Lead time and MOQ — put these in Notes so "can you ship in two weeks?" doesn't become a surprise.

One thing exporters often learn the hard way: quoting CIF without checking current freight rates turns a profitable order into a loss. Build a buffer or quote EXW/FOB and let the buyer arrange freight.

Create yours on SleekKitBox

1. Open the Export Quotation template.
2. Enter seller and buyer details, line items, INCOTERMS and validity.
3. Download the PDF and send to your buyer.

When the buyer confirms, they may send a purchase order. When you ship, issue the commercial invoice and packing list to match.

Common questions

Is this a binding contract? No — it's a quotation template for business records. Confirm final terms in writing before you start production.

Do I need HS codes on a quote? Not always, but adding them in Notes helps the buyer plan customs. HS codes are mandatory on the commercial invoice at shipment.

Should freight be in the line total? Under CIF/DDP, include freight or show it as separate lines. Under EXW/FOB, state clearly that freight is excluded.

Disclaimer: This guide and template are for general business record-keeping only. They are not legal, tax, or professional advice. INCOTERMS and customs rules vary by country — consult a qualified trade advisor for your situation.

👉 Create yours: free Export Quotation template →