Steel Coil Purchase Order Template — Line-by-Line Specification Guide

An RFQ defines what you are requesting.

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.

SECTION 1 — HEADER INFORMATION

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:

SECTION 2 — PRODUCT SPECIFICATION (MANDATORY DETAIL)

This is the most critical part of the PO.

Never leave specification implied.

1. Product Description

Steel Coil — Galvanized / Galvalume / Cold Rolled / Prepainted (delete as applicable)

2. Base Metal Thickness (BMT)

• Thickness: 0.60 mm
• Tolerance: ±0.03 mm
• Minimum guaranteed thickness: 0.60 mm (if applicable)

State clearly whether BMT or TCT.

3. Width

Width: 1000 mm
Tolerance: ±1.0 mm

State slit or master coil.

4. Steel Grade

• Standard: (e.g., ASTM A653 / EN 10346 / etc.)
• Yield Strength: Minimum ___ MPa
• Tensile Strength: ___ MPa (if required)

5. Coating Specification

• Coating Type: Z (Galvanized) / AZ / Other
• Coating Mass: Z275 (or equivalent)
• Surface Finish: Minimized spangle / regular / etc.

6. Paint Specification (If Applicable)

• Top Coat: Polyester / PVDF / etc.
• Top Coat Thickness: ___ microns
• Back Coat Thickness: ___ microns
• Color Code: RAL ____
• Protective Film: Yes / No

SECTION 3 — COIL GEOMETRY

7. Coil Inner Diameter (ID)

508 mm / 610 mm / etc.

8. Maximum Outer Diameter (OD)

Maximum OD: 1500 mm

9. Maximum Coil Weight

Maximum 5,000 kg per coil

10. Core Type

Paper core / Steel core

SECTION 4 — QUANTITY & PACKAGING

11. Quantity

• Total Quantity: ___ metric tonnes
• Number of Coils: ___
• Approximate weight per coil: ___ kg

12. Packaging Requirements

• Export seaworthy packaging required
• Moisture protection included
• Edge protectors included
• Coil tags must include heat number

SECTION 5 — QUALITY & DOCUMENTATION

13. Required Documentation

Supplier must provide:

• Mill Test Certificate (MTC)

• Heat number traceability

• Coating certificate

• Packing list

• Commercial invoice

• Bill of lading

14. Inspection Requirement

Third-party inspection required prior to shipment.

Final payment subject to inspection approval.

(If no inspection required, state clearly.)

SECTION 6 — COMMERCIAL TERMS

15. Unit Price

Price: $_____ per metric tonne

Clarify:

Per metric tonne (1,000 kg)
Currency: USD / EUR / etc.

16. Total Order Value

Total Value: ______

17. Incoterm

EXW / FOB / CIF / DDP

If FOB or CIF, specify port:

FOB Port: ______

18. Delivery Timeline

Estimated production completion:
Shipment date:

Penalty for delay (if applicable).

19. Payment Terms

Example:

30% advance payment
70% balance after inspection approval and prior to shipment

or

Irrevocable LC at sight

Specify clearly.

SECTION 7 — SPECIAL CONDITIONS

• 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.

SECTION 8 — SIGNATURES

Buyer Authorized Signature:
Name / Title / Date

Supplier Authorized Signature:
Name / Title / Date

Signed PO confirms agreement.

COMMON PURCHASE ORDER MISTAKES

1. Writing only “24 gauge galvanized coil”

2. Not specifying BMT vs TCT

3. Not specifying ID

4. Not defining coating mass

5. Not defining tolerance

6. Not defining Incoterm

7. Not including inspection clause

A vague PO creates predictable disputes.

HOW THIS TEMPLATE PREVENTS 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.

FAQ SECTION

Should PO repeat RFQ details?

Yes, always.

Should tolerance be written again?

Yes.

Should ID be included?

Always.

Should coating mass be specified?

Yes.

Should inspection be written in PO?

Yes — not only in email.

Should Incoterm be written fully?

Yes.

Should currency be specified?

Yes.

Is signature required?

Strongly recommended.

Should payment terms be repeated?

Yes.

Can PO protect against quality dispute?

If written correctly, significantly.

Conclusion

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.