A written payment change request should state the exact payment terms being changed, identify any related future-shipment details, and ask for the buyer’s consent before those details are altered. The U.S. International Trade Administration notes that a pro forma invoice can list payment terms and says future-shipment details should not change without buyer consent.
What the request should contain
| Item | What to include | What to check |
|---|---|---|
| Payment terms | The current wording and the exact proposed replacement | The two versions are clearly distinguishable |
| Related shipment details | Any future-shipment details that would also change | Those details are expressly identified rather than implied |
| Consent request | A clear request for the buyer to approve the proposed change | Approval can be recorded in writing |
| Status of the request | A statement that the document is a request rather than proof of approval | Neither side treats it as an agreed change before receiving consent |
| Document reference | The relevant pro forma invoice or other transaction document | The approved wording can be matched to the correct version |
A pro forma invoice can include “Terms of payment,” but that does not mean every pro forma invoice uses the same format or contains the same fields.
How to check the request
Before sending it, the requester should compare the current and proposed wording and separate the payment-term change from any shipment-detail change. This reduces the risk that two different changes are mistaken for one.
The request should also ask the buyer to confirm approval in writing. The sender can then record the response and ensure that any approved payment terms match the wording agreed with the buyer.
What still needs confirmation
The cited agency statements do not establish a mandatory request format, specific payment fields, fees, refund rights, deadlines, approval procedures, or the legal effect of a particular request. Those matters must be checked separately rather than inferred from the pro forma invoice.
The requester and buyer should also review any governing contract and applicable payment or trade requirements. Sending a request should not be treated as evidence that the change has been agreed, and approval of one proposed term should not be assumed to approve unrelated shipment changes.