This page shows the standard format of a proforma invoice — every required field, block by block — followed by a real-world, fully completed example so you can see exactly what buyers, banks, and customs expect.
What is the format of a proforma invoice?
The format of a proforma invoice is made up of five standard blocks: a header (the title "Proforma Invoice", a unique number, issue date, and validity date), the seller and buyer details, a line-item table (description, quantity, unit price, total), the totals (subtotal, taxes/charges, grand total with currency), and the terms (payment terms, Incoterms, and a "not a tax invoice" note).
| Block | Fields it must contain |
|---|---|
| 1. Header | Title "Proforma Invoice", unique proforma number, issue date, validity/expiry date |
| 2. Parties | Seller name, address & tax/registration ID; buyer (bill-to / ship-to) name and address |
| 3. Line items | Description of goods/services, HS code (exports), quantity, unit price, line total |
| 4. Totals | Subtotal, freight/insurance, tax (GST/VAT), grand total with currency code |
| 5. Terms | Payment terms, Incoterms + named place, country of origin, bank details, "not a tax invoice" disclaimer |
Below is that exact format filled in for a real export shipment. You can download it in Word, Excel, or PDF, or build one field-by-field with the free online generator.
Proforma invoice example (fully completed)
Here is a filled-in sample proforma invoice for an international export shipment — one of the most demanding formats because it satisfies both the buyer's purchasing team and the destination customs authority.
| PROFORMA INVOICE Not a tax document — for quotation purposes only |
Proforma No.: PI-2026-0077 Date: 03 Jul 2026 Valid Until: 02 Aug 2026 |
| Seller Sunrise Textiles Ltd. Plot 14, JNPT Export Zone, Navi Mumbai 400 707, India GSTIN: 27AABCS1234M1Z0 | IEC: AABCS1234M |
Bill To / Ship To Euro Fashion GmbH Berliner Str. 42, 10115 Berlin, Germany EU VAT No: DE123456789 Ref: RFQ-EFG-2026-0044 |
| Description | HS Code | Qty | Unit Price | Total |
|---|---|---|---|---|
| Cotton Kurta — Assorted (M/L/XL) | 6211.42 | 500 PCS | $8.50 | $4,250.00 |
| Printed Saree — Georgette, 6m | 6206.90 | 200 PCS | $14.00 | $2,800.00 |
| Export Packing (PP bags + cartons) | 4819.20 | 30 CTN | $4.00 | $120.00 |
| Subtotal | $7,170.00 |
| Freight (FOB Mumbai) | $0.00 |
| Insurance | $0.00 |
| Grand Total (USD) | $7,170.00 |
Incoterms: FOB Mumbai | Country of Origin: India | Gross Weight: 210 kg | Net Weight: 195 kg
Payment: 50% advance (USD 3,585.00) via T/T; 50% balance before shipment. Bank: HDFC Bank, A/C 50200012345678, SWIFT: HDFCINBB.
Shipping: Estimated dispatch within 30 days of advance receipt. Port of discharge: Hamburg.
What this example shows you
- HS codes on every line — customs authorities and banks need these to classify goods and calculate duty.
- Incoterm + named place — "FOB Mumbai" tells the buyer exactly where risk transfers and who pays freight.
- Country of origin — needed for preferential tariff rates and Rules of Origin declarations.
- Gross and net weight — cross-checked by banks against the freight quote when processing an LC.
- Payment split clearly stated — "50% advance / 50% before shipment" leaves no room for misinterpretation.
- Bank SWIFT details — so the buyer can wire without asking for a separate email.
- Disclaimer — "Not a tax document — for quotation purposes only" protects both parties.
Sample proforma invoices by use case
Different industries and scenarios need different fields. Download the variant closest to your use case:
- Export & customs sample — HS codes, Incoterms, packing details
- Manufacturing sample — MOQ, tooling charges, LC payment terms
- Freelancer sample — hourly rate, scope, deposit terms
- India GST sample — GSTIN, HSN codes, CGST/SGST breakdown
Example tip
Reviewing a completed proforma invoice example before sending your own helps catch missing fields, ambiguous payment terms, or incorrect Incoterms.
Free template download
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