An RFQ defines what you are requesting.
A Purchase Order (PO) legally confirms what you are buying.
Most coil disputes occur because:
The PO is too simple
The PO copies only price and quantity
The PO does not restate full specification
The PO contradicts the RFQ
A professional coil PO must:
Confirm technical specification
Confirm tolerances
Confirm coil geometry
Confirm documentation
Confirm Incoterm
Confirm payment structure
Confirm inspection requirement
This page gives you a practical, structured, line-by-line template.
You can copy this directly into your purchasing system.
Purchase Order Number:
PO-2025-001
Date of Issue:
Buyer Company Name:
Buyer Address:
Buyer Contact Person:
Buyer Phone / Email:
Supplier Company Name:
Supplier Address:
Supplier Contact:
This is the most critical part of the PO.
Never leave specification implied.
Steel Coil — Galvanized / Galvalume / Cold Rolled / Prepainted (delete as applicable)
Thickness: 0.60 mm
Tolerance: ±0.03 mm
Minimum guaranteed thickness: 0.60 mm (if applicable)
State clearly whether BMT or TCT.
Width: 1000 mm
Tolerance: ±1.0 mm
State slit or master coil.
Standard: (e.g., ASTM A653 / EN 10346 / etc.)
Yield Strength: Minimum ___ MPa
Tensile Strength: ___ MPa (if required)
Coating Type: Z (Galvanized) / AZ / Other
Coating Mass: Z275 (or equivalent)
Surface Finish: Minimized spangle / regular / etc.
Top Coat: Polyester / PVDF / etc.
Top Coat Thickness: ___ microns
Back Coat Thickness: ___ microns
Color Code: RAL ____
Protective Film: Yes / No
508 mm / 610 mm / etc.
Maximum OD: 1500 mm
Maximum 5,000 kg per coil
Paper core / Steel core
Total Quantity: ___ metric tonnes
Number of Coils: ___
Approximate weight per coil: ___ kg
Export seaworthy packaging required
Moisture protection included
Edge protectors included
Coil tags must include heat number
Supplier must provide:
Mill Test Certificate (MTC)
Heat number traceability
Coating certificate
Packing list
Commercial invoice
Bill of lading
Third-party inspection required prior to shipment.
Final payment subject to inspection approval.
(If no inspection required, state clearly.)
Price: $_____ per metric tonne
Clarify:
Per metric tonne (1,000 kg)
Currency: USD / EUR / etc.
Total Value: ______
EXW / FOB / CIF / DDP
If FOB or CIF, specify port:
FOB Port: ______
Estimated production completion:
Shipment date:
Penalty for delay (if applicable).
Example:
30% advance payment
70% balance after inspection approval and prior to shipment
or
Irrevocable LC at sight
Specify clearly.
Material must conform strictly to above specification.
Any deviation requires written approval.
Thickness measured per agreed standard.
Coating mass measured per agreed standard.
Rejection procedure defined as per contract.
This protects buyer legally.
Buyer Authorized Signature:
Name / Title / Date
Supplier Authorized Signature:
Name / Title / Date
Signed PO confirms agreement.
Writing only “24 gauge galvanized coil”
Not specifying BMT vs TCT
Not specifying ID
Not defining coating mass
Not defining tolerance
Not defining Incoterm
Not including inspection clause
A vague PO creates predictable disputes.
This structure ensures:
Technical clarity
Commercial clarity
Risk allocation clarity
Inspection clarity
Documentation clarity
The more detail written in PO, the less interpretation later.
Yes, always.
Yes.
Always.
Yes.
Yes — not only in email.
Yes.
Yes.
Strongly recommended.
Yes.
If written correctly, significantly.
A steel coil purchase order is not a short confirmation.
It is a risk control document.
Professional buyers:
Define every technical detail
Define tolerances
Define geometry
Define packaging
Define inspection
Define payment
Define delivery
If the PO is precise, disputes reduce dramatically.
Ambiguity costs more than documentation effort.
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