Export Quotation Template - Free Online

PRODUCT CODE	DESCRIPTION	QTY	UNIT	PRICE	AMOUNT
SS-CW-12	Stainless Steel Cookware Set (12pc)	200	SET	45.00	9000.00
NS-FP-28	Non-stick Frying Pan 28cm	500	PCS	12.50	6250.00
KU-SET-5	Kitchen Utensil Set (5pc)	400	SET	8.00	3200.00
Subtotal	1100			USD 18,450.00
Volume Discount (10%)	-USD 1,825.00
TOTAL	USD 16,625.00

PRODUCT CODE

DESCRIPTION

QTY

UNIT

PRICE

AMOUNT

SS-CW-12

Stainless Steel Cookware Set (12pc)

200

SET

45.00

9000.00

NS-FP-28

Non-stick Frying Pan 28cm

500

PCS

12.50

6250.00

KU-SET-5

Kitchen Utensil Set (5pc)

400

SET

8.00

3200.00

Subtotal

1100

USD 18,450.00

Volume Discount (10%)

-USD 1,825.00

TOTAL

USD 16,625.00

What is an Export Quotation used for?

An export quotation is a crucial first step in international trade transactions. It provides potential buyers with detailed pricing information, product descriptions, and terms of sale before any commitment is made. A well-prepared quotation can make the difference between winning and losing an international order.

The quotation serves as a formal offer from the seller to the buyer, outlining all costs involved in the transaction including product prices, shipping, insurance, and any applicable taxes or duties. It typically includes Incoterms to clearly define responsibilities between parties.

Unlike a proforma invoice which is often used for customs or banking purposes, a quotation is primarily a sales tool. It can be revised and negotiated before being converted into a confirmed order. Once accepted, the quotation terms typically form the basis for the commercial invoice and other trade documents.

Providing formal price offers to international buyers

Establishing terms and conditions before sale commitment

Basis for negotiation in international trade

Converting into proforma invoices upon acceptance

Reference document for Letters of Credit applications

Setting expectations on delivery timeframes and shipping

Communicating payment terms and Incoterms

How to create a Export Quotation

Enter seller and buyer details

Add complete contact information for your company (seller) and the potential buyer including names, addresses, and reference numbers.

Add product information

List all products with descriptions, quantities, unit prices, and product codes. Include any applicable discounts or additional charges.

Specify trade terms

Select appropriate Incoterms (FOB, CIF, EXW, etc.) and payment terms. Set the quotation validity/expiry date.

Include shipping details

Add method of dispatch, ports of loading and discharge, and estimated delivery timeline.

Review and send

Review all information, add your signature, and generate the PDF to send to your potential buyer.

Create in ovrseas

Your questions, answered.

A quotation is a preliminary price offer that can be negotiated, while a proforma invoice is a more formal document often required for banking (Letters of Credit) or customs purposes. Quotations are typically converted to proforma invoices once terms are agreed upon.

Quotation validity typically ranges from 15 to 90 days depending on market conditions and product type. For volatile commodities, shorter validity periods (15-30 days) are common. For stable products, 60-90 days is typical. Always clearly state the expiry date.

Essential elements include: seller and buyer details, product descriptions with quantities and prices, total amount with currency, Incoterms, payment terms, shipping details, validity period, and any terms and conditions.

Yes, always include Incoterms (like FOB, CIF, EXW, DDP) in your quotation. Incoterms clearly define who is responsible for shipping costs, insurance, and risk at each stage of delivery, preventing misunderstandings.

Yes, quotations can be revised before acceptance. If prices or terms change, send an updated quotation with a new reference number and clearly mark it as a revision. Once accepted, changes require buyer agreement.

Use a stable, widely-accepted currency like USD, EUR, or GBP. Consider the buyer's preference and your pricing strategy. Always clearly state the currency to avoid confusion.

Shipping costs depend on your chosen Incoterms. For FOB terms, the buyer pays shipping from the port. For CIF or DDP, include shipping in your price. Always be clear about what's included and what's additional.

Export goods are typically exempt from domestic taxes (like VAT). However, clearly state whether your prices include or exclude taxes. The buyer may need to pay import duties in their country.

Once accepted, the quotation terms become binding. You typically issue a proforma invoice for formal confirmation, the buyer arranges payment or Letter of Credit, and you proceed with production and shipping.

Set shorter validity periods, quote in stable currencies, include currency adjustment clauses for long-term quotes, or use forward contracts. Clearly state that prices may change if currency moves significantly.

Yes, you can create export quotations for free on ovrseas. Our platform allows you to generate professional quotations and convert them to proforma invoices and commercial invoices as your deal progresses.

Yes, you can include volume discounts, early payment discounts, or promotional pricing. Clearly show the original price, discount amount, and final price so the buyer sees the value they're getting.

Export QuotationTemplate

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