After receiving the email requesting to send a pro forma invoice, the salesperson should immediately prepare the pro forma invoice, sign the pro forma invoice, convert the pro forma invoice into PDF format, attach it to the email replying to the customer, and send it to the customer together. At this time, the salesperson should first thank the customer for placing the order in his reply to the customer, and then tell the customer that the pro forma invoice has been prepared and attached to the attachment, and ask the customer to check it. Finally, the salesperson can inform the customer that all the terms on the pro forma invoice are written in accordance with the content negotiated in advance. If there is no objection, please ask the customer to pay as soon as possible to organize production or delivery. If the payment method is letter of credit, the salesperson should also urge the customer to open the letter of credit as soon as possible. The following is an example of a salesperson’s reply to a customer in a transaction using T/T as the payment method.
Dear xxx,
I am pleased that we have agreed finally on the price and all the related trade clauses. Attached please find the PI with my signature. Please inform me as soon as possible once the deposit is paid so that we start production immediately. Yours sincerely, xxx
(II) Customer places an order and the salesperson accepts it
In cross-border e-commerce B2B business, sometimes some relatively formal large customers will take the initiative to place an order. At this time, the order is equivalent to a simple contract and has the same legal effect as a contract. In this case, the salesperson will review the order and issue a pro forma invoice and/or the corresponding sales contract, and return it to the customer together with a copy of the signed and confirmed order. The example is as follows. Dear XXX,We confirm our acceptance to your order No. LD 153796A.You emailed us yesterday for 3D LED light. We welcome you as one of our customers. We are pleased to send you in the attached file the PI and the Sales Confirmation No. ZJ 01-D for your e-signature. Please cosign it and return it to us for our file. And please open your L/C before July. Shipment will be made upon our receipt of your L/C.Your cooperation is highly appreciated. We assure you of premium product quality and look forward to receiving more orders from you.Best regards,xxx