Proforma Invoice Letter Generator for Germany

The Proforma Invoice Letter is a fundamental document in international trade and commerce, particularly under German jurisdiction. It serves as a preliminary invoice that details the specifics of a proposed transaction before the actual exchange of goods or services. This document type is essential when dealing with customs authorities, arranging advance payments, or providing detailed quotations for international buyers. The Proforma Invoice Letter must comply with German commercial law (HGB), tax regulations (UStG), and EU customs requirements, making it a critical tool for export documentation. It typically includes comprehensive information about the goods or services, pricing, delivery terms, and payment conditions, while clearly indicating its provisional nature. This document is particularly important for German businesses engaged in international trade, as it helps facilitate customs clearance, secure export financing, and establish clear commercial terms with foreign business partners.

1. Letterhead Details: Company name, address, registration details, tax ID, and contact information as required by German Commercial Code

2. Recipient Information: Full name and address of the recipient company, including contact person and delivery address if different

3. Proforma Invoice Reference: Document identification including proforma invoice number, date, and any relevant purchase order references

4. Item Description: Detailed description of goods/services, including quantities, unit prices, and total amounts

5. Payment Terms: Specified payment conditions, including advance payment requirements and accepted payment methods

6. Delivery Terms: Incoterms, estimated delivery date, and shipping method

7. Total Amount: Subtotal, applicable taxes (if any), shipping costs, and final total amount

8. Legal Disclaimer: Statement indicating this is a proforma invoice and not a final invoice