Ready-to-Use Export Proposal Template for International Sales
This ready-to-use export proposal template helps businesses present a structured commercial offer to overseas customers. It includes product specifications, pricing, Incoterms, payment conditions, delivery schedules, validity periods and key responsibilities, making international negotiations clearer and more professional.
An export proposal is a formal commercial offer sent to a prospective customer in another country. It sets out the goods or services offered, prices, delivery arrangements, payment terms and the period during which the offer remains valid. A clear proposal reduces misunderstandings before an international sale is confirmed. It can also provide a useful basis for preparing a purchase order, pro forma invoice or export contract.
Purpose of an export proposal
An export proposal communicates the supplier's commercial and logistical terms in a structured format. Unlike a general product brochure, it should contain sufficiently precise information for the buyer to assess the offer and decide whether to proceed.
The document should identify the parties, describe the products accurately and specify the currency, quantities and applicable trade terms. It is particularly important to avoid assumptions about transport, insurance, customs formalities or taxes.
Proposal versus contract
An export proposal is normally an offer rather than a final sales contract. Whether it becomes binding depends on its wording, the applicable law and the parties' subsequent acceptance, so the document should state its validity period and any conditions clearly.
Information to include
Use complete and consistent descriptions so that the buyer can compare the proposal with their requirements. Product references, technical specifications, packaging details and the country of origin may be relevant depending on the transaction.
| Document field | Purpose | Common error |
|---|---|---|
| Buyer and seller details | Identifies the commercial parties | Using an incomplete legal name or address |
| Product description | Defines the goods being offered | Using vague descriptions without specifications |
| Price and currency | States the amount payable | Failing to identify the currency |
| Incoterm and named place | Allocates delivery, cost and risk responsibilities | Listing an Incoterm without a named location |
| Payment terms | Explains how and when payment is due | Not stating banking charges or payment method |
Pricing, delivery and payment conditions
State unit prices, total prices, discounts, minimum order quantities and the currency used. If the price is subject to exchange-rate changes, freight fluctuations or other adjustments, describe the adjustment mechanism expressly.
Using Incoterms correctly
If Incoterms are used, name the chosen rule, its edition where appropriate, and the precise named place or port. The rule should match the selected transport method and should not replace the need to agree on title transfer, governing law or payment obligations.
- Specify the product quantity and unit of measure.
- State the agreed currency and whether taxes are included or excluded.
- Identify the Incoterm and named place of delivery.
- Set the estimated production and shipment timeframe.
- Describe the payment method and payment due date.
Editable template
Document template
EXPORT PROPOSAL
Proposal Reference: ____________________
Place: ____________________ Date: ____________________
Seller / Exporter: ____________________
Legal Address: ____________________
Registration / Tax Number: ____________________
Contact Person: ____________________
Email / Telephone: ____________________
Buyer / Importer: ____________________
Legal Address: ____________________
Registration / Tax Number: ____________________
Contact Person: ____________________
Email / Telephone: ____________________
The Seller submits the following export proposal to the Buyer, subject to the terms and conditions set out below.
| Item | Description / Specification | Quantity | Unit Price | Total Price |
|---|---|---|---|---|
| ____________________ | ____________________ | ____________________ | ____________________ | ____________________ |
| ____________________ | ____________________ | ____________________ | ____________________ | ____________________ |
| ____________________ | ____________________ | ____________________ | ____________________ | ____________________ |
| Currency | ____________________ |
|---|---|
| Total Proposal Value | ____________________ |
| Incoterm and Named Place | ____________________ |
| Estimated Delivery / Shipment Date | ____________________ |
| Payment Method and Terms | ____________________ |
| Proposal Valid Until | ____________________ |
| Packaging Requirements | ____________________ |
| Country of Origin | ____________________ |
- Scope. The Seller proposes to supply the goods described above in accordance with the stated specifications and quantities.
- Price. Prices are stated in ____________________ and are subject to the delivery term, inclusions and exclusions specified in this proposal.
- Delivery. Delivery shall be made under ____________________ at ____________________. Estimated shipment or delivery date: ____________________.
- Payment. The Buyer shall make payment by ____________________ within ____________________ of ____________________.
- Documents. The Seller shall provide the following documents: ____________________.
- Validity. This proposal remains valid until ____________________ unless withdrawn or amended in writing before acceptance.
- Additional Conditions. ____________________
Accepted by Buyer: ____________________
Acceptance Date: ____________________
____________________________
Authorized Representative of Seller
Name: ____________________
Title: ____________________
Date: ____________________
____________________________
Authorized Representative of Buyer
Name: ____________________
Title: ____________________
Date: ____________________
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How to prepare the proposal
Review the buyer's request, confirm that the goods can be supplied and verify the destination requirements before sending the offer. Ensure that all figures, product codes and delivery assumptions are internally approved.
- Collect the buyer's requirements and destination information.
- Confirm product availability, specifications and export compliance requirements.
- Calculate pricing, packaging, transport and insurance assumptions.
- Issue the proposal with a reference number and validity period.
Use unambiguous language and confirm the named delivery place, currency and payment method before treating an export proposal as accepted.
Review points before sending
Check that the proposal uses the buyer's correct legal details and that product descriptions match the intended goods. Confirm whether export licences, certificates, labelling rules, customs declarations or destination-country registrations may apply.
Where the transaction is significant or commercially sensitive, obtain legal, tax, customs and trade-finance advice. A proposal should be coordinated with the transport provider and any insurance arrangements where those costs are included.
Frequently asked questions
Is an export proposal the same as a pro forma invoice?
No. Both documents may contain similar commercial information, but a pro forma invoice is often used after commercial terms are agreed or for customs, financing or advance-payment purposes. Their legal and practical effect may vary by jurisdiction and transaction.
How long should an export proposal remain valid?
The validity period depends on the volatility of prices, exchange rates, production capacity and freight costs. State a clear expiry date or period and explain any circumstances in which pricing may be revised.
Should shipping costs be included?
Shipping costs should be handled consistently with the agreed Incoterm. Clearly state whether freight, insurance, export packing and other charges are included in the quoted price or charged separately.