The Proforma Invoice Letter is a fundamental business document used in Philippine commerce as a formal quotation preceding the actual sale transaction. It serves multiple purposes, including securing import permits, applying for letters of credit, and establishing clear commercial terms between parties. The document must comply with Philippine regulations, particularly those set by the Bureau of Internal Revenue (BIR) and, for international transactions, the Bureau of Customs. A Proforma Invoice Letter typically includes comprehensive details about the seller and buyer, itemized product or service descriptions, pricing information including applicable taxes, payment terms, delivery conditions, and validity period. It's particularly crucial in international trade where it may be required for customs clearance and foreign exchange transactions, but it's equally important in domestic transactions as a formal price quotation and commitment to sell.
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1. Letterhead Information: Company details including registered name, address, tax identification number (TIN), and contact information as required by Philippine BIR
2. Date and Reference Number: Current date and unique reference number for tracking purposes
3. Buyer Information: Complete details of the buyer including name, shipping and billing address, contact information, and tax identification details if applicable
4. Product/Service Details: Detailed itemized list of products/services with descriptions, quantities, and unit prices
5. Pricing Information: Subtotal, applicable taxes (VAT if registered), shipping costs, and total amount in both figures and words
6. Payment Terms: Specified payment conditions, method of payment, and banking details if applicable
7. Delivery Terms: Expected delivery timeframe and shipping terms (using Incoterms for international transactions)
8. Validity Period: Statement indicating how long the quoted prices and terms remain valid
1. Special Conditions: Include when there are specific terms or conditions unique to the transaction, such as special handling requirements or quality specifications
2. Import/Export Information: Add for international transactions, including HS codes, country of origin, and other customs-required information
3. Warranty Information: Include when offering specific product warranties or guarantees
4. Discount Terms: Add when offering special pricing or volume discounts
5. Insurance Details: Include for high-value shipments or when specific insurance coverage is required
1. Product Specifications: Detailed technical specifications or product descriptions when the main invoice body requires supplementary information
2. Price List: Comprehensive price list when dealing with multiple products or pricing tiers
3. Terms and Conditions: Standard terms and conditions of sale when referenced in the main document
4. Banking Details: Complete banking information for international wire transfers or multiple payment options
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