Purchase Order Template | Free Template

How to use this

Copy the structure below into your own document, fill in every bracketed field, and get it signed (or explicitly agreed in writing) by the supplier before any deposit is paid. This is a structural template, not a legal contract — for large or high-risk orders, have it reviewed by someone qualified.

1. Parties & PO details

PO Number	[PO-YYYYMMDD-001]
PO Date	[Date]
Buyer	[Your company name, address, contact, IEC number]
Supplier	[Supplier legal name, registered address, contact person]
Supplier business registration no.	[Verified against National Enterprise Credit Information Publicity System]

2. Item details

Item / description	HS code	Qty	Unit price (FOB)	Total
[Product name & spec reference]	[HS code]	[Qty]	[Unit price]	[Total]

3. Specification & quality reference

Reference the exact approved sample (photo/serial number) and written spec sheet as an attached appendix.
State material, dimensions, weight, color, and any certification marks required on the product/packaging.
State the acceptable quality level (AQL) for inspection — commonly AQL 2.5 for general goods, tighter for high-value or safety-relevant items.

4. Commercial terms

Incoterm	[FOB / CIF / EXW — see our Incoterms Cheat Sheet]
Payment terms	[e.g. 30% deposit on PO, 70% before shipment against copy of B/L]
Payment method	[T/T, L/C, platform escrow — specify account/reference]
Lead time	[Number of days from deposit receipt to ready-to-ship]
Port of loading	[e.g. Shenzhen / Ningbo]
Port of discharge	[e.g. Nhava Sheva / Mundra]

5. Inspection & acceptance

State whether a pre-shipment inspection is required, who conducts it, and that shipment cannot proceed without buyer sign-off.
State the remedy if goods fail inspection or don't match spec — rework, replacement, or refund, and the timeline for each.

6. Packing & labelling

Carton dimensions, units per carton, and gross/net weight per carton.
Legal Metrology-compliant labelling: net quantity, MRP, manufacturer/importer details, country of origin.

7. Penalties & signatures

Late delivery penalty	[e.g. X% of order value per week of delay, if agreed]
Buyer signature	[Name, title, date]
Supplier signature	[Name, title, date, company chop/stamp]

For the reasoning behind each of these terms — why sample recovery matters, how to structure payment to limit risk — see the Supplier Verification guide and the Complete Import guide.

Want us to negotiate and structure this for you?

We draft, negotiate, and manage the PO as part of the Sourcing & Supplier Verification service.

Sourcing Service