When Buyers and Sellers in International trade place new orders, the exporter can send an Order Confirmation document to the Importer to reconfirm all of the details of the new order.  An order confirmation document is usually sent to the buyer after the buyer has issued a Purchase Order document to confirm the new order.  The Exporter must ensure that all information is clearly stated in a correctly formatted Order Confirmation document to avoid having any disputes relating to product quality, specifications, pricing and delivery terms.

Order Confirmation Document

An example of an Order Confirmation document created using IncoDocs:

What information is included on an Order Confirmation 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)

When the goods have been produced and shipped, the Exporter will issue a Commercial Invoice document and other shipping documents and email these to the importer.  The importer will use these documents to get the products cleared into the country of import.

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