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675 words · ~4 min read
Copy-paste ready. Replace all [BRACKETED] fields before sending.
TO: [Buyer Company Name]
ATTN: [Buyer Contact Name], [Title]
DATE: [Date of Quotation]
QUOTE REF: [Your Company Initials]-[Year]-[Sequential Number]
VALIDITY: [Date] (30 days from issue unless otherwise stated)
Dear [Buyer Contact Name],
Thank you for your inquiry dated [Date] regarding [Product Name]. We are pleased to submit the following quotation based on your stated requirements.
1. PRODUCT SPECIFICATION
| Parameter | Detail |
|---|---|
| Product Name | [Full Product Name] |
| HS Code | [6-10 digit HS Code] |
| Grade / Quality Standard | [Grade reference, e.g., GAFTA No. 12] |
| Specification | [Moisture: X%, Protein: Y%, etc.] |
| Packaging | [e.g., 25kg multi-wall paper bags, 1MT tote bags] |
| Labeling | [Language, batch code, allergen statements, barcode] |
| Shelf Life at Delivery | [e.g., 18 months from production date] |
| Origin | [Country / Region of Manufacture] |
| Certifications | [Organic, BRCGS, Kosher, Halal, etc.] |
2. PRICING
| Line Item | Amount |
|---|---|
| Unit Price | [Currency] [Amount] per [unit: MT / kg / case] |
| Minimum Order Quantity | [Quantity] |
| Total Order Value (at MOQ) | [Currency] [Amount] |
| Incoterms 2020 | [e.g., FOB, CIF, DAP] |
| Named Port / Place | [Port of Loading or Destination] |
3. COST BREAKDOWN (if CIF / DDP)
| Component | Amount |
|---|---|
| Product Ex-Works | [Currency] [Amount] |
| Inland Transport to Port | [Currency] [Amount] |
| Export Customs Clearance | [Currency] [Amount] |
| Ocean Freight | [Currency] [Amount] |
| Insurance (110% of CIF) | [Currency] [Amount] |
| Destination Port Charges | [Currency] [Amount] |
| Import Duties & VAT (if DDP) | [Currency] [Amount] |
| **Total Landed Cost per Unit** | **[Currency] [Amount]** |
4. PAYMENT TERMS
[Select and customize:]
Option A: 30% deposit upon order confirmation, 70% against fax/email copy of B/L
Option B: Irrevocable Documentary Letter of Credit at sight, confirmed by [Bank Name]
Option C: Documents Against Payment (D/P) via [Bank Name]
Option D: Open Account Net 60, subject to export credit insurance approval
5. DELIVERY TIMELINE
| Milestone | Target Date |
|---|---|
| Order Confirmation & Deposit | [Date] |
| Production Completion | [Date] |
| Loading on Vessel | [Date] |
| Estimated Time of Departure (ETD) | [Date] |
| Estimated Time of Arrival (ETA) | [Date] |
Lead time from confirmed order: [X] weeks
6. DOCUMENTS PROVIDED
[ ] Commercial Invoice (3 copies)
[ ] Packing List (3 copies)
[ ] Full Set Original Bills of Lading
[ ] Certificate of Origin (Chamber of Commerce)
[ ] Phytosanitary Certificate (if plant product)
[ ] Health Certificate (if animal product)
[ ] Certificate of Analysis / Quality Certificate
[ ] Insurance Certificate (if CIF/CIP)
[ ] [Additional: Organic Certificate, Non-GMO, etc.]
7. QUALITY GUARANTEE
We guarantee that the delivered product will conform to the specifications stated above. If delivered goods fail to meet these specifications as verified by an independent inspection at [load port / destination port], we will [replace at our cost / refund / negotiate settlement] subject to our standard claims procedure.
8. FORCE MAJEURE
Neither party shall be liable for failure to perform due to events beyond reasonable control including war, natural disasters, government actions, pandemics, or shipping disruptions. The affected party must notify the other within 48 hours.
9. GOVERNING LAW & ARBITRATION
This quotation and any resulting contract shall be governed by the laws of [Jurisdiction]. Any dispute shall be resolved by arbitration under [GAFTA / FOSFA / ICC / LCIA] rules, seated in [City].
Please confirm acceptance by signed return or email acknowledgment.
Yours sincerely,
[Your Name]
[Title]
[Company Name]
[Phone] | [Email] | [Website]
This quotation is subject to our Standard Terms of Sale, available at [URL].