A proforma invoice is a critical document in international trade, serving as a preliminary quotation and a basis for import clearance in Thailand. Whether you’re engaging in B2B shipping solutions for Thailand imports or exporting goods from China, a well-prepared proforma invoice ensures clarity, compliance, and smooth customs processing. Here’s a step-by-step guide to creating an effective proforma invoice for Thailand trade.

1. Understand the Purpose of a Proforma Invoice

A proforma invoice outlines the terms of sale before a formal commercial invoice is issued. It helps Thai importers apply for import licenses, estimate duties and taxes, and secure letters of credit. Unlike a commercial invoice, it’s not a legal demand for payment but a detailed offer that must align with Thailand’s export documentation China to Thailand requirements and customs regulations.

2. Include Essential Header Information

a. Seller and Buyer Details

Start with your company’s full name, address, contact information, and tax identification number (TIN) as the seller. On the buyer’s side, include the Thai importer’s name, address, and TIN (if applicable). This ensures customs can verify both parties’ identities and comply with Thailand’s Customs broker for Thailand import shipping guidelines.

b. Invoice Details

Assign a unique proforma invoice number and date, which should match future commercial invoices for consistency. Include the expected issuance date of the formal invoice and the validity period of the proforma offer (e.g., “Valid for 30 days from the issue date”).

3. Describe Goods Clearly and Accurately

a. Product Information

List each item with a detailed description, including:

• Harmonized System (HS) Code: Crucial for Thai customs to classify goods and determine tariffs. Use the correct 6-10 digit code (e.g., 9403.30 for wooden furniture).
• Quantity: Specify units (pieces, kilograms, liters) and packing details (e.g., “100 cartons, 10 units per carton”).
• Material/Composition: For regulated goods (e.g., textiles, chemicals), include material percentages (e.g., “80% cotton, 20% polyester”).

b. Pricing and Terms

Clearly state the price per unit, total value, and currency (usually USD or THB). Include trade terms like FOB Shanghai or CIF Bangkok to define responsibility for shipping costs and risks. For example:

• Unit Price: USD 50.00 per piece
• Total Value: USD 5,000.00 (100 pieces)
• Trade Term: FOB Shenzhen (Incoterms® 2020)

4. Outline Shipping and Payment Terms

a. Shipping Details

Specify the port of loading (e.g., Port of Shenzhen) and port of discharge (e.g., Port of Laem Chabang, Thailand). Include the expected shipping method (sea, air, or land) and estimated transit time. For bulk shipments, mention container type (FCL/LCL) or airline name.

b. Payment Terms

Detail the payment method (e.g., T/T, L/C, or DP) and deadlines. For example:

• “30% deposit via T/T within 5 days of invoice approval, balance due before shipment.”
• “Irrevocable letter of credit (L/C) at sight issued by a Thai bank.”

5. Add Additional Required Information

a. Declaration of Origin

Include a statement confirming the origin of goods, such as:
“All goods are manufactured in China, complying with the ASEAN-China Free Trade Area rules of origin.”
This helps apply for preferential tariffs under trade agreements.

b. Certification and Signatures

Add a declaration clause (e.g., “This proforma invoice is for customs purposes only and does not constitute a tax invoice”) and sign it with your company stamp and authorized signature. If using a customs broker for Thailand import shipping, notify them to review the document for compliance.

6. Review for Compliance and Clarity

a. Align with Thai Customs Requirements

Ensure the proforma invoice matches Thailand’s import regulations, especially for restricted goods (e.g., food, electronics). Consult Thailand’s export documentation China to Thailand checklist or a customs broker to avoid errors in HS coding or valuation.

b. Avoid Ambiguities

Use precise language to describe goods and terms. For example, instead of “electronics,” specify “USB charging cables, model X-100, made of PVC and copper.” This reduces the risk of customs disputes or delays.

7. Share and Follow Up

Send the proforma invoice to the Thai importer for approval. Once confirmed, use it as a template for the final commercial invoice, ensuring all details remain consistent. Keep a copy for your records and coordinate with your freight forwarder to link it with shipping documents like bills of lading.

Preparing a proforma invoice for Thailand trade requires attention to detail and compliance with both international standards and local regulations. China Top Forwarder specializes in facilitating seamless trade documentation and logistics for China-Thailand shipments. Our team can help you draft accurate proforma invoices, navigate customs requirements, and ensure your goods clear Thai borders efficiently. Contact us today to streamline your export process and benefit from our expertise in B2B shipping solutions for Thailand imports.