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Proforma Invoice Letter

Proforma Invoice Letter Template for Malaysia

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Key Requirements PROMPT example:

Proforma Invoice Letter

"I need a Proforma Invoice Letter for exporting electronic components to Singapore, with delivery scheduled for March 2025, including specific requirements for export documentation and letter of credit payment terms."

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Document background
The Proforma Invoice Letter is a fundamental document in Malaysian commercial transactions, serving as a preliminary bill of sale or estimated invoice sent to buyers before the final transaction is completed. It is particularly crucial in international trade where it facilitates customs clearance, import licensing, and foreign exchange transactions. The document must comply with Malaysian commercial law requirements, including the Sales of Goods Act 1957, Customs Act 1967, and relevant tax legislation. A Proforma Invoice Letter typically includes comprehensive details about the proposed transaction, including product specifications, pricing, payment terms, delivery conditions, and validity period. It is widely used for securing purchase approvals, applying for letters of credit, obtaining import licenses, and providing cost estimates for potential buyers.
Suggested Sections

1. Company Letterhead Details: Company name, registration number, address, contact details, and tax identification number

2. Date and Reference Number: Current date and unique proforma invoice number for tracking

3. Buyer Information: Complete details of the buyer including name, address, contact information, and tax/business registration numbers

4. Product/Service Details: Detailed description of goods/services, including quantity, unit price, and specifications

5. Pricing Information: Itemized costs, unit prices, subtotals, applicable taxes, and total amount

6. Payment Terms: Payment conditions, method of payment, and banking details

7. Delivery Information: Shipping terms, delivery timeline, and Incoterms if applicable

8. Validity Period: Duration for which the proforma invoice remains valid

9. Authorization: Signature block with name and designation of authorized signatory

Optional Sections

1. Special Instructions: Any specific handling, packaging, or shipping instructions - include when special handling is required

2. Trade Terms: Specific trade terms and conditions - include for international transactions

3. Currency Exchange Information: Exchange rate details and conditions - include for international transactions with different currencies

4. Bank Details: Complete banking information - include when advance payment is required

5. Product Certification: References to required certifications or compliance - include when dealing with regulated products

6. Insurance Details: Insurance coverage information - include when shipping valuable or sensitive items

Suggested Schedules

1. Detailed Product Specifications: Technical specifications, drawings, or detailed product descriptions when the main invoice cannot accommodate all details

2. Price Breakdown Schedule: Detailed breakdown of costs including packaging, insurance, freight, and other charges

3. Terms and Conditions: Complete terms and conditions of sale when more detailed explanation is needed

Authors

Alex Denne

Head of Growth (Open Source Law) @ ¶¶Òõ¶ÌÊÓƵ | 3 x UCL-Certified in Contract Law & Drafting | 4+ Years Managing 1M+ Legal Documents | Serial Founder & Legal AI Author

alex.den.21@genieai.co
Relevant legal definitions




















Clauses


















Relevant Industries

Manufacturing

International Trade

Retail

Wholesale

E-commerce

Technology

Agriculture

Construction

Automotive

Electronics

Textiles

Food and Beverage

Pharmaceuticals

Logistics

Mining

Relevant Teams

Sales

Finance

Procurement

Export

Import

Commercial Operations

Supply Chain

Logistics

Accounts Receivable

Trade Compliance

Business Development

International Trade

Customer Service

Relevant Roles

Export Manager

Import Coordinator

Sales Manager

Commercial Director

Finance Manager

Procurement Officer

Supply Chain Manager

Trade Compliance Officer

Accounts Receivable Specialist

Business Development Manager

Logistics Coordinator

International Sales Representative

Commercial Operations Manager

Trade Finance Specialist

Customs Compliance Officer

Industries







Teams

Employer, Employee, Start Date, Job Title, Department, Location, Probationary Period, Notice Period, Salary, Overtime, Vacation Pay, Statutory Holidays, Benefits, Bonus, Expenses, Working Hours, Rest Breaks,  Leaves of Absence, Confidentiality, Intellectual Property, Non-Solicitation, Non-Competition, Code of Conduct, Termination,  Severance Pay, Governing Law, Entire Agreemen

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