Part 03
Samples, orders and documents
Between "interested" and "paid in full" there is a lot of paper: a sample, an approval, a proforma invoice, sometimes bad news about a date or a price. Each one is a chance to remove doubt, or to create a dispute you'll have to settle later by email.
The usual order of things
- Sample. Decide whether it's free or paid, how it travels, and how the buyer approves it in writing. See sample requests: free or paid, shipping and sign-off.
- Price and terms agreed. The Incoterms rule and the payment term should already be settled in the quote.
- Proforma invoice. The buyer pays a deposit or applies for a credit against it, so it must match the quote word for word. See how to write a proforma invoice.
- Production and shipping. If a date or a cost moves, say so early and offer choices. Templates are in telling a buyer about a delay or a price increase.
- Documents and balance. Under a credit, the documents must match it exactly; see what to check before you ship.
Shipping across holidays? Check working weeks and public holidays before you promise a date. If the buyer goes silent after a sample, relaysolo.com has a guide to following up.
Guides in this part
- 03 · Samples, orders and documentsSample requests: free or paid, shipping, and sign-offDeciding free or paid, shipping samples through customs with a real value, and turning the sample into the standard for the bulk order.
- 03 · Samples, orders and documentsHow to write a proforma invoice buyers and banks acceptWhat a proforma is for, the fields it needs, and how to revise it without two versions in circulation.
- 03 · Samples, orders and documentsTelling a buyer about a delay or a price increaseWhen to say it, the four things the email must contain, and templates for a late shipment, a price increase and a confirmed order.
Other parts of the handbook
- 01 · Quoting and trade terms
- 02 · Getting paid
- 04 · Fraud and safety: bank detail change fraud, phishing and fake buyers.
- 05 · Working across markets: plain English for non-native buyers.
How these guides are researched and checked: about this handbook.