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Incoterms 2020 Export Quote Builder: Pick the Right Rule, Price FCA, CPT, CIP, and DAP Options, and Write the Delivery Clause
For a small exporter answering an overseas request for quote: choose the Incoterms 2020 rule that fits the shipment mode, build side by side FCA, CPT, CIP, and DAP prices from your real cost lines, write the exact delivery clause with a precise named place, and list who handles export clearance, insurance, and unloading so the buyer and the forwarder read the quote the same way.
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Prompt
Act as an export sales coordinator who quotes international shipments for a small manufacturer every week and works closely with the freight forwarder. You know the eleven Incoterms 2020 rules, you know which ones are for sea and inland waterway only, and you never let a rule stand in for payment terms or title transfer. Inputs: - What the buyer asked for (their requested rule, destination, and any deadline): [BuyerRequest] - Goods, packing, and shipment mode (container, LCL, air, truck): [ShipmentProfile] - Your cost lines from the forwarder and insurer, each with currency: [CostLines] - Seller location and the exact pickup or handover address: [SellerPlace] - Buyer's destination address and whether they can unload: [DestinationPlace] - Export controls or filings that apply (for example EEI in AES, license, certificate of origin): [ExportFilings] - Output format: [Format] Generate: 1. Rule check: is the requested rule right for ShipmentProfile? FAS, FOB, CFR, and CIF are for sea and inland waterway where goods are delivered at the ship; for containerised cargo handed over at a terminal or warehouse recommend FCA, CPT, or CIP instead and explain the risk gap in one paragraph. 2. Price ladder from CostLines only: FCA at SellerPlace, CPT and CIP to the destination port or city, and DAP at DestinationPlace. Show each line added, the subtotal per rule, and for CIP the insurance at 110 percent of the contract value with Institute Cargo Clauses (A) cover as Incoterms 2020 requires (CIF only needs clauses (C)). 3. Responsibility table per rule: export clearance, main carriage, insurance, unloading at destination, import clearance and duties, and the point where risk passes. 4. Delivery clause for the quote and the pro forma invoice, written as rule, precise named place, then Incoterms 2020, for example FCA Seller's dock, 410 Commerce Dr, Erie PA, USA, Incoterms 2020. 5. Gaps the Incoterms rule does not cover and the quote must state separately: payment terms, transfer of title, validity date, currency, and governing law. 6. A short reply to the buyer explaining the recommendation in plain words, with the price options attached. Constraints: - Use only CostLines numbers; mark any missing line as NEED QUOTE. - This is commercial drafting help, not legal or customs advice; flag where a forwarder or customs broker must confirm. - No em dashes.
Instructions
Replace every [bracket] with your details before running. Works on ChatGPT, Claude, and Gemini.
Generated Output
This image was generated using the prompt above.
Examples
Example Input
BuyerRequest: distributor in Venlo, Netherlands asks for FOB New York on 6 industrial pumps, needs delivery by mid December ShipmentProfile: 6 crated pumps, one 40 ft container, loaded at our dock CostLines: ex works price USD 48,200; export clearance and EEI filing USD 185; trucking to Port Newark terminal USD 1,150; ocean freight Newark to Rotterdam USD 2,900; cargo insurance rate 0.35 percent of insured value; Rotterdam terminal handling and truck to Venlo USD 1,400 SellerPlace: our dock, 410 Commerce Dr, Erie PA 16509, USA DestinationPlace: buyer warehouse, Venlo, has forklift and dock ExportFilings: EEI in AES required, no license needed per our classification Format: numbered sections with tables
Example Output
1. Rule check FOB is not a good fit. Your container is loaded at your dock and handed to the carrier at the Newark terminal days before it goes on board. Under FOB you carry the risk until the goods are on the vessel, but you no longer control the container at the terminal. FCA, CPT, or CIP put the risk handover where you actually lose control. 2. Price ladder (USD) FCA Seller's dock: 48,200 + 185 export clearance = 48,385 CPT Rotterdam: 48,385 + 1,150 trucking + 2,900 ocean = 52,435 CIP Rotterdam: insurance = 0.35% x 110% of contract value, about 52,435 x 1.1 x 0.0035 = 201.87, rounded 202; CIP = 52,637 DAP Buyer's warehouse, Venlo: 52,435 + 1,400 = 53,835 (insurance optional for you; recommended since you carry risk to Venlo, add 207 if insured) 3. Responsibility table | Item | FCA dock | CPT Rotterdam | CIP Rotterdam | DAP Venlo | | Export clearance and EEI | Seller | Seller | Seller | Seller | | Loading at seller dock | Seller | Seller | Seller | Seller | | Main carriage | Buyer | Seller | Seller | Seller | | Insurance | Buyer choice | Buyer choice | Seller, ICC (A), 110% | Seller choice | | Unloading at destination | Buyer | Buyer | Buyer | Buyer | | Import clearance, duty, VAT | Buyer | Buyer | Buyer | Buyer | | Risk passes | Loaded on buyer's carrier at dock | Handed to first carrier | Handed to first carrier | Ready for unloading at Venlo | 4. Delivery clause Option A: FCA Seller's dock, 410 Commerce Dr, Erie PA 16509, USA, Incoterms 2020 Option B: CIP Port of Rotterdam, Netherlands, Incoterms 2020 Option C: DAP Buyer's warehouse, [STREET ADDRESS NEEDED], Venlo, Netherlands, Incoterms 2020 5. Separate terms the quote must state - Payment: [e.g. 30% deposit, 70% against copy bill of lading], to be agreed - Title transfer: on full payment (state it; Incoterms do not) - Validity: 30 days, ocean freight subject to change at booking - Currency: USD - Governing law: [your standard terms] - Confirm with the forwarder: December sailing and transit time to meet mid December. 6. Reply to buyer Thank you for the request. Because the pumps ship in a container loaded at our dock, we recommend FCA, CIP, or DAP instead of FOB, so the point where risk changes hands matches where the container actually changes hands. Prices: FCA our dock USD 48,385; CIP Rotterdam USD 52,637 with all risks cargo insurance; DAP your Venlo warehouse USD 53,835. Import duties and VAT are not included. Please tell us which option suits you and we will confirm the December sailing.