Sales Confirmation 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	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

USD 18,450.00

Volume Discount (10%)

-USD 1,825.00

TOTAL

USD 16,625.00

What is a Sales Confirmation used for?

A sales confirmation (also called order confirmation or sales order) is a critical document in international trade that acknowledges the seller has accepted the buyer's purchase order. It confirms the exact terms under which the sale will proceed, including products, quantities, prices, delivery dates, and payment conditions.

This document serves as mutual agreement between seller and buyer, reducing the risk of misunderstandings and disputes. Once both parties have the sales confirmation, they have a clear record of what was agreed upon. It's especially important in international trade where communication gaps can lead to costly errors.

The sales confirmation typically follows a quotation and purchase order in the trade document workflow. It precedes the commercial invoice and shipping documents. Many sellers use it as the trigger to begin production or reserve inventory, making it a key milestone in order fulfillment.

Confirming acceptance of a purchase order

Documenting agreed prices, quantities, and terms

Providing a reference for production planning

Establishing delivery and shipping commitments

Creating a legal record of the sale agreement

Preventing disputes over order details

Serving as basis for commercial invoice preparation

How to create a Sales Confirmation

Enter seller and buyer details

Add your company information (seller) and the customer details (buyer) including complete addresses and contact information.

Reference the purchase order

Include the buyer reference or PO number you are confirming. Add your own reference number for tracking.

Confirm product details

List all products with descriptions, quantities, unit prices, and total amounts exactly as agreed.

Specify terms and conditions

Confirm Incoterms, payment terms, delivery date, and shipping details as agreed with the buyer.

Review and authorize

Review all details for accuracy, add place and date of issue, then sign to formalize the confirmation.

Create in ovrseas

Your questions, answered.

A sales confirmation acknowledges a purchase order and confirms the sale terms. A proforma invoice is typically issued before a PO as a preliminary quote or for customs/banking purposes. Sales confirmations confirm accepted orders; proformas are pre-sale documents.

Yes, a sales confirmation creates a binding contract when it matches the terms of an accepted purchase order. It documents mutual agreement on the sale. Both parties can refer to it if disputes arise about what was agreed.

Send a sales confirmation immediately after receiving and reviewing a purchase order you intend to fulfill. This gives the buyer confidence their order is accepted and allows them to plan accordingly.

If terms differ (price, quantity, delivery), clearly highlight the differences. This becomes a counter-offer that the buyer must accept. Never proceed with production until both parties agree on the final terms.

Yes, always include payment terms such as advance payment percentage, letter of credit requirements, or net payment days. Clear payment terms prevent cash flow issues and payment disputes.

Include your sales confirmation number, the buyer reference/PO number you are confirming, and any quotation numbers if applicable. This creates a clear document trail linking related transactions.

Yes, you can issue a revised sales confirmation if changes are needed. Clearly mark it as a revision, reference the original, and ensure the buyer acknowledges the changes before proceeding.

The buyer should review and confirm acceptance. After confirmation, you can proceed with production and shipping. The sales confirmation terms will be used for the commercial invoice and other shipping documents.

Yes, include method of dispatch, shipping type, ports of loading and discharge, and expected delivery date. This sets clear expectations and helps the buyer plan for receiving the goods.

While not always legally required, a signature adds formality and shows authorized acceptance. It provides stronger evidence of agreement if disputes arise later.

Yes, you can create sales confirmations for free on ovrseas. Our platform helps you generate professional confirmations that link to your other trade documents for a complete document trail.

The sales confirmation provides the basis for the commercial invoice. Terms, prices, and quantities confirmed in the sales confirmation should match the commercial invoice issued at shipment.

Sales ConfirmationTemplate

SALES CONFIRMATION