Before ordering, the buyer should obtain written confirmation of the quoted items and the applicable payment terms. The U.S. International Trade Administration says a pro forma invoice can list both “Items quoted” and “Terms of payment.” These are the directly supported checkpoints for comparing a cross-border offer before placing an order.
What should be confirmed in writing
| Scope term | Confirmation the buyer should request |
|---|---|
| Quoted items | A written description of what the seller says is included in the order. Any material exclusion on which the buyer relies should also be stated clearly. |
| Payment terms | The payment conditions the parties intend to apply, expressed in wording that leaves no relevant point ambiguous. |
The cited source identifies these as items a pro forma invoice can list. It does not prescribe a universal format or define how complete either section must be.
Why exclusions still matter
A list of quoted items does not necessarily resolve everything the buyer considers part of the transaction’s scope. If the buyer assumes that something is included, but the seller treats it as outside scope, the difference should be corrected in writing before the order proceeds.
The source does not identify a standard exclusion field. Accordingly, requesting clear exclusions is practical diligence rather than a requirement attributed to the cited guidance.
How to check the written terms
The buyer can compare the document by focusing on several questions:
- Does the item description match the scope the buyer intended to purchase?
- Is anything material expressly excluded or left unstated?
- Do the payment terms match the parties’ latest written understanding?
- Does any wording remain unclear or inconsistent with earlier communications?
Any unresolved point should be raised with the seller and clarified in writing before the buyer treats the scope as settled.
What the buyer must still confirm
The cited statements do not establish that a pro forma invoice is mandatory, exhaustive or legally sufficient for every purchase. They also do not define contractual rights or set transaction-specific requirements. Each buyer still needs to determine whether the written scope and payment terms are sufficiently complete for the order, and to check any applicable contractual or legal requirements separately.