When Importers source new products and connect with Exporters, the exporter will offer their product details and pricing information.  The Exporter must ensure that all information is clearly stated in a correctly formatted Quotation document.  This will ensure that there are no disputes relating to product quality, specifications, pricing and delivery terms.

Quotation Document

An example of a Quotation document created using IncoDocs:

After all of the details have been confirmed in the quotation document, the buyer can decide to place the new order.  The buyer will then usually issue a Purchase Order document to confirm to proceed with the manufacturing and shipment.  The seller will then issue a Proforma Invoice document that will reconfirm the goods on order and include their bank details to request payments.

What information is included on an Export Quotation Document?

  • Seller’s company name, address and contact details
  • Buyer’s company name, address and contact details
  • Product Description – including item codes, description, specifications
  • Product Quantity
  • Product Pricing
  • The selling terms agreed (IncoTerm) – Refer IncoDocs’ IncoTerms Graph
  • Invoice Currency
  • Shipment Type
  • Payment Terms – as negotiated between buyer and seller
  • Estimated supply lead time
  • Estimated shipping details (vessel name & ETD, if known)
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