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Return Proforma Invoice for the Netherlands

Return Proforma Invoice Template for Netherlands

A Return Proforma Invoice is a formal document used in the Netherlands and compliant with Dutch commercial law and EU regulations, specifically designed for documenting the return of goods in commercial transactions. This document serves as a customs declaration and value statement for returned merchandise, without carrying commercial value itself. It must comply with Dutch VAT requirements and EU trade regulations, particularly when handling cross-border returns. The document includes essential elements such as original transaction references, detailed item descriptions, and values for customs purposes, while adhering to Dutch administrative and record-keeping requirements.

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What is a Return Proforma Invoice?

A Return Proforma Invoice is a critical document in Dutch commercial transactions, particularly when handling returned goods in international trade. This document type is essential for compliance with Dutch customs regulations, VAT requirements, and EU trade laws. It is typically used when goods need to be returned across borders, requiring formal documentation for customs clearance while indicating no commercial transaction is taking place. The Return Proforma Invoice must include specific elements required by Dutch law, such as original invoice references, detailed product descriptions, and declared values matching the original transaction. It serves multiple purposes including customs declaration, transport documentation, and proof of return for tax and accounting purposes. The document is particularly important in the Netherlands due to its role as a major trading hub and its strict requirements for commercial documentation.

What sections should be included in a Return Proforma Invoice?

1. Company Information: Seller's complete business details including company name, address, VAT number, Chamber of Commerce (KvK) number, and contact information

2. Customer Information: Complete details of the customer returning the goods, including name, address, and VAT number if applicable

3. Original Invoice Reference: Reference number and date of the original invoice/transaction

4. Return Reference Number: Unique reference number for the return transaction

5. Date: Date of the return proforma invoice issuance

6. Item Details: Detailed list of returned items including quantity, original price, product codes, and descriptions

7. Return Reason: Clear indication of why the goods are being returned

8. Value Declaration: Statement of values for customs purposes, typically matching the original invoice

9. Declaration Statement: Standard statement indicating this is a proforma document for return goods with no commercial value

What sections are optional to include in a Return Proforma Invoice?

1. Shipping Instructions: Include when specific shipping or handling requirements need to be communicated

2. Customs Commodity Codes: Required for international returns outside the EU

3. Original Purchase Order Reference: Include when tracking multiple document references is necessary

4. Quality Control References: Include when returns are due to quality issues

5. RMA Number: Include when using a Return Merchandise Authorization system

6. Special Handling Instructions: Include for fragile, hazardous, or sensitive items

What schedules should be included in a Return Proforma Invoice?

1. Photographic Evidence: Photos of returned items, particularly if damaged

2. Original Invoice Copy: Copy of the original sales invoice being referenced

3. Quality Report: If return is due to quality issues, detailed report of defects

4. Return Authorization Form: Any pre-approved return authorization documentation

Authors

Alex Denne

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

Jurisdiction

Netherlands

Publisher

Ƶ

Document Type

Invoice Form

Sector

Sales

Cost

Free to use
Relevant legal definitions

























Clauses



















Relevant Industries

Manufacturing

Retail

Wholesale Trade

E-commerce

Electronics

Textiles

Automotive

Consumer Goods

Industrial Equipment

Medical Devices

Chemical Products

Food and Beverage

Luxury Goods

Technology

Pharmaceuticals

Relevant Teams

Logistics

Supply Chain

Finance

Customer Service

Quality Control

Warehouse Operations

International Trade

Tax Compliance

Export Administration

Returns Processing

Documentation

Shipping

Customs Compliance

Relevant Roles

Logistics Manager

Export Coordinator

Import Specialist

Customs Compliance Officer

Returns Processing Manager

Supply Chain Coordinator

Trade Documentation Specialist

Shipping Manager

Finance Controller

Accounts Receivable Specialist

Customer Service Manager

Quality Control Manager

Warehouse Manager

International Trade Specialist

Tax Compliance Officer

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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