Free United States Proforma Invoice Template (LETTER)
Generate a carrier-ready proforma invoice for United States. Includes EIN field, HS codes, Incoterms® 2020, and USD valuation.
Proforma vs Commercial Invoice: What United States Importers Need to Know
Proforma Invoice
- • Quotation, not a demand for payment
- • Used BEFORE sale is finalized
- • Estimated values (may change)
- • Includes validity period
- • For: bank LC, import permits, negotiation
Commercial Invoice
- • Legal document for customs clearance
- • Used WHEN goods are shipped
- • Final transaction values
- • No validity period
- • For: aduana, rights calculation, payment
⚠️ Do NOT use a proforma invoice as the commercial invoice. United States customs will reject it. Always convert proforma to commercial invoice before shipping.
checklistRequired Fields for United States
| Field | What to Enter | United States Specifics |
|---|---|---|
| Document Title | "PROFORMA INVOICE" | Prevents customs misuse |
| Proforma Number | Unique, prefixed (PF-2026-001) | Never reuse CI numbering |
| Validity Period | Explicit (e.g., "Valid 30 days") | Required on proforma, not on CI |
| Shipper/Exporter | Full legal name, address, EIN | EIN = EIN |
| Buyer/Consignee | Full legal name, address, EIN | EIN required |
| Goods Description | Specific: what, material, use | No "goods", "parts", "samples" |
| HS Code | 6 digits minimum | 10-digit HTSUS for US import |
| Country of Origin | Per line item | Must match final CI |
| Quantity & UOM | Number + unit (pcs, kg, m) | Consistent with packing list |
| Unit Price | Per unit (USD) | Estimated, may negotiate |
| Total Value | Sum of line items (USD) | Include freight/insurance if CIF/CIP |
| Incoterm® 2020 | Term + place, e.g., "FCA United States" | Determines cost allocation |
| Payment Terms | Proposed terms (e.g., 30% advance) | May differ from final CI |
flagUnited States Customs Requirements
CBP requires Country of Origin per line. De minimis suspended (Aug 2025). 19 CFR 141.86 mandates detailed descriptions.
Common Exports to United States
- • Semiconductors
- • Aerospace parts
- • Medical devices
Broker Requirements
Customs broker not required for importers, but highly recommended. EIN required. ISF filing 24h before loading.
handshakeFree Trade Agreements with United States
USMCA (MX/CA), US-Singapore FTA, US-Korea FTA. USCMA certification as SEPARATE document required.
💡 Claiming preferential treatment? Include origin certification with your commercial invoice. USMCA/US-Singapore/US-Korea require SEPARATE certification document, not embedded in CI.
Paper Size: LETTER
United States uses LETTER format. Our templates auto-configure for you.
warningTop 5 Mistakes That Delay United States Shipments
- Generic description ("clothing", "electronics", "parts") —United Statescustoms requires material + use + identity (e.g., "Men's 100% cotton t-shirts, HS 6109.10").
- Missing or wrong HS Code — 6 digits minimum; 10-digit HTSUS for clearance.
- Value = $0 or missing — Even samples/gifts need fair market value. $0 = automatic hold.
- Incoterms® missing or vague — "FOB" without port = dispute risk. Use "FCA [city] (Incoterms 2020)".
- Tax ID mismatch — EINon CI must match buyer's registration.
Ready to Generate Your United States Proforma Invoice?
Fill in your buyer, goods, Incoterms®, HS Codes, and payment terms. Download a professional PDF in 60 seconds. Carrier-ready. Zero retention.
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