chapter  15
12 Pages

Transaction documents

WithMarlies Harlaar, Otto de Leeuw

Many export transactions begin with an initial inquiry from abroad. This first inquiry is often rather vague, as if the customer merely wants to see what else is on offer while already in the process of negotiating the purchase of somebody else’s product. In other words, the buyer wants to buy our product and asks for a quotation (offerte, also known more simply as a ‘quote’ or, in the case of huge institutions such as industrial multinationals or governments, as a ‘tender’). A quotation must provide clear information. It describes the product, states a price for it, sets the time of shipment (delivery conditions) and specifies the terms of sale and the terms of payment (often just called terms). The Pro forma invoice is a legal document between the supplier and the customer to describe the details of a certain commodity; the Pro forma invoice is needed for all the international non-document shipments.