Trade Documents-Commercial Documents

Commecial documents are generally issued by the importer,export or some relevant not-governmental business organizations. They aim to ensure smoothe transactions.

*Pro forma Invoice
Usually, a pro forma invoice is a structure response to an inquiry. It is issued by the exporter in the following circumstances:
1.An irrevocable letter of credit is required by the exporter.The importer will use it to substantiate the need for a letter of credit to his banker.
2.The importer's country requires that an import license be issued for each import and must approve the pro forma invoice before making foreign exchange available for payment by the importer.

Therefore,a pro forma invoice has no legal status.It is only a means to facilitate the buyer to accomplish the above-mentioned tasks.

*Commercial Invoice
A commercial invoice is a bill for the goods from the seller to the buyer.It is one of the most important documents used in international trade.Even if the importer may have opened a letter of credit,the exporter will usually not be paid until he presents a commercial invoice along with other documents to the bank.The invoice serves as a record of the essential details of a transaction.
A commercial invoice must show the following basic information about the transaction:
1.Buyer's order number
2.Invoice number and date
3.Shipment terms
4.Names and address of the seller and buyer
5.Country from which the shipment is made
6.Description of the goods
7.Quantity,weight or measurements of the goods
8.Unit price
9.Total amount payable ,including price of the goods,freight,insurance and so on
10.Rebate or similar incentives
11.Signature of the exporter

*Quality Certificate
A Quality Certificate confirms that the quality/specification of a particular consignment of goods is in accordance with the sales contract at the time of shipment.It may be issued by the exporter or a relevant government department as required under Letter of Credit or Sales Contract terms.It is essential that cargo description in the quality Certificate conforms to its terms in other relevant documents,such as the Commercial Invoice,L/C,Insurance Policy,etc.

*Weight Certificate
The weight Certificate is usually requested by the importer to confirm that the weight of the goods is in accordance with the sales contract at the time of shipment.Similar to a Quality Certificate,it may be issued by the exporter or a relevant government department as required under Letter of Credit or Sales Contract terms.