A proforma invoice is a preliminary bill of sale provided by the seller to the buyer, outlining the details of the goods, terms of sale, and other important information before the final sale occurs. It is essential for international trade, especially when shipping to Thailand. Here’s how to prepare a proforma invoice to ensure smooth trade and import clearance.

1. Understand the Purpose of a Proforma Invoice

Before you start, it’s important to understand that a proforma invoice is not a final bill but an estimate sent to the buyer. It’s often required by Thai customs for import clearance and is used by the buyer to apply for import permits or secure financing. This document should accurately represent the transaction and the goods being shipped.

2. Include Basic Business Information

Your proforma invoice should include the following basic information:

• Seller’s Details: Include the full name, address, contact information, and tax identification number.
• Buyer’s Details: Include the buyer’s name, address, contact information, and business registration number (if applicable).
• Proforma Invoice Number: This is a unique reference number for the document.

3. Detailed Description of Goods

Clearly describe the goods being shipped, including:

• Product name
• Quantity
• Weight and dimensions
• Product specifications (e.g., material, size, color)
• Harmonized System (HS) code for customs classification (important for import clearance in Thailand)

Make sure the description aligns with the actual products being shipped to avoid any discrepancies during import clearance.

4. Include Payment Terms and Delivery Information

Outline the payment terms (e.g., advance payment, letters of credit, etc.), and include the following shipping details:

• Delivery method (e.g., sea freight, air freight)
• Incoterms (e.g., FOB, CIF)
• Shipping cost and total invoice value
• Thailand delivery service for China orders: Specify the destination address and any services provided by the shipping company, like door-to-door delivery or warehouse services.

5. Provide Additional Information for Thai Import Clearance

Since the proforma invoice is often used for import clearance in Thailand, you should include the following to ensure smooth customs processing:

• Country of Origin of the goods (important for calculating tariffs and duties)
• Insurance details (if applicable)
• Estimated arrival date of goods
• Any certifications or permits needed for regulated items

6. Double-Check All Information

Before sending the proforma invoice to your buyer or forwarding it for import clearance, double-check that all information is accurate and complete. Missing or incorrect information can lead to customs delays, fines, or issues with your Thailand delivery service for China orders.

PAA (People Also Ask)

1. What is a proforma invoice and why is it needed for Thailand trade?
   A proforma invoice is a preliminary bill of sale that outlines the details of the goods, payment terms, and shipping. It’s necessary for customs clearance and trade permits when shipping to Thailand.
2. How do I prepare a proforma invoice for Thailand shipping?
   Include details about the goods, shipping terms, and payment methods. Make sure to specify the harmonized system code for Thai customs and include the delivery method and cost.
3. What details should be included in a proforma invoice for Thailand import clearance?
   Include the seller’s and buyer’s details, product descriptions, payment terms, delivery method, total invoice value, and any necessary certifications for customs clearance.
4. What is the role of a proforma invoice in Thailand import clearance?
   A proforma invoice is used by Thai customs to assess the goods being imported, calculate applicable duties, and facilitate the import process.
5. How do I get a delivery service for China orders to Thailand?
   Work with a shipping company that offers Thailand delivery services for China orders. They can handle everything from customs clearance to final delivery.