Two documents. Two stages.
Understand the preparation roles of proforma and commercial invoices, version changes and questions to confirm with the recipient.
Preparation guidance · no official document certification
A proposal before the transaction is finalised.
A proforma commonly sets out proposed goods and terms for a prospective buyer. It supports an early discussion, while details may still change. Label its status clearly so proposed figures are not mistaken for a final sales record.
The actual transaction and goods details.
A commercial invoice records transaction details and supports shipping or customs review. Check the actual agreed information. The document itself is not proof that payment has been received or goods have been cleared.
Transfer the facts, not just the heading.
When a proposal becomes a transaction, compare quantities, prices, currency, parties and terms individually. Explain changes to the recipient. Simply replacing the word “proforma” does not establish that every earlier detail remains correct.
For samples, returns or shipments without an ordinary sale, ask the carrier or agent which documents are needed. The appropriate document depends on the shipment; one type does not fit every situation.
Final review →Need help with preparation?
Start with a short question about the information to collect. Confirm actual requirements with your appointed carrier or agent.
References & scope
General references reviewed on 4 October 2026. Requirements vary with the goods, destination and parties handling the shipment. Examples and images here are illustrative.