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Return Proforma Invoice

Return Proforma Invoice Template for Germany

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Key Requirements PROMPT example:

Return Proforma Invoice

"I need a Return Proforma Invoice for returning defective industrial equipment worth €50,000 to a German manufacturer, complying with EU customs requirements and including special handling instructions for fragile components, targeted for return shipping in March 2025."

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Document background
A Return Proforma Invoice is a critical document in German commercial law, used when goods need to be returned to their original sender, whether domestically or internationally. This document type is essential for compliance with German Commercial Code (HGB), VAT regulations, and EU customs requirements. It serves multiple purposes: documenting the return transaction, declaring values for customs, facilitating VAT reclaims, and providing a clear record of the returned items. The document must include specific information required by German law, such as the original purchase details, reason for return, and accurate value declarations. Return Proforma Invoices are particularly important in international trade scenarios, where they help ensure smooth customs clearance and proper documentation of returned goods.
Suggested Sections

1. Document Header: Clear marking as 'Return Proforma Invoice' (Rückware Proforma Rechnung), document number, and date

2. Sender Details: Complete company/individual information including name, address, tax ID, and contact details of the party returning the goods

3. Recipient Details: Complete company information including name, address, tax ID, and contact details of the party receiving the returned goods

4. Original Invoice Reference: Reference to the original purchase invoice number and date

5. Return Reason: Clear statement of the reason for return, categorized according to standard return codes

6. Item Description: Detailed description of returned items including quantity, original price, condition, and any relevant product codes

7. Value Declaration: Statement of goods value for customs purposes, matching original purchase price

8. Shipping Information: Details of shipping method, carrier, and estimated delivery date

9. Declaration of Previous Import: Statement confirming goods were previously imported and are being returned

Optional Sections

1. Damage Description: Detailed description of any damage to items, required when returns are due to product defects

2. Special Handling Instructions: Required for fragile, hazardous, or temperature-sensitive items

3. VAT Reclaim Details: Include when VAT reclaim is applicable for the return

4. Warranty Information: Reference to warranty terms when return is warranty-related

5. Customs Declaration: Additional customs details required for international returns outside the EU

6. Return Authorization: When pre-authorization is required for the return

Suggested Schedules

1. Original Purchase Documentation: Copy of original invoice or receipt proving initial purchase

2. Photographic Evidence: Photos documenting condition of returned items, especially for damaged goods

3. Return Authorization Form: If provided by the original seller

4. Export Declaration: Required for returns to countries outside the EU

5. Product Certification: For regulated products requiring specific documentation

6. Transport Documentation: Shipping labels, tracking information, and carrier documentation

Authors

Alex Denne

Head of Growth (Open Source Law) @ tiktok³ÉÈË°æ | 3 x UCL-Certified in Contract Law & Drafting | 4+ Years Managing 1M+ Legal Documents | Serial Founder & Legal AI Author

alex.den.21@genieai.co
Relevant legal definitions






























Clauses



















Relevant Industries

Retail

E-commerce

Manufacturing

Wholesale Trade

Consumer Goods

Electronics

Fashion and Apparel

Industrial Equipment

Automotive

Medical Devices

Luxury Goods

Technology

Telecommunications

Relevant Teams

Logistics

Customer Service

Finance

International Trade

Supply Chain

Returns Processing

Export Documentation

Customs Compliance

Order Management

Accounts Receivable

Shipping Operations

Relevant Roles

Logistics Manager

Returns Processing Specialist

Customs Compliance Officer

Export Documentation Specialist

Supply Chain Manager

Customer Service Representative

Finance Manager

International Trade Specialist

Shipping Coordinator

Returns Department Supervisor

VAT Specialist

Trade Compliance Manager

E-commerce Operations Manager

Industries







Teams

Employer, Employee, Start Date, Job Title, Department, Location, Probationary Period, Notice Period, Salary, Overtime, Vacation Pay, Statutory Holidays, Benefits, Bonus, Expenses, Working Hours, Rest Breaks,  Leaves of Absence, Confidentiality, Intellectual Property, Non-Solicitation, Non-Competition, Code of Conduct, Termination,  Severance Pay, Governing Law, Entire Agreemen

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