Short answer: A purchase order should identify the order with a unique number and date, name both parties and the ship-to and bill-to addresses, describe each item with quantity and unit price, and state payment terms, delivery date and shipping method. Attach or reference the specification. Once a seller accepts, the PO can act as an agreement, so keep wording precise.
Not legal, customs or tax advice. General information only; check duties, documents and contract terms with your customs broker or adviser.
Purchase order fields and their purpose
| PO field | Purpose | Source |
|---|---|---|
| PO number | Unique identifier; vendor repeats it on invoices and shipping documents so documents can be matched | [1, 2] |
| Order date and expected delivery date | Records when the order was raised and when goods are due | [1] |
| Buyer and supplier details | Names and contacts of both parties | [1, 2] |
| Ship-to and bill-to addresses | Where goods go and where the invoice goes; often different | [2] |
| Item description, SKU or part number | States exactly what is ordered | [1, 2] |
| Quantity and unit price, total | Sets amount ordered and agreed price; totals may include taxes and shipping | [1, 2] |
| Payment terms | Conditions for payment, such as net days or due on receipt | [1, 2] |
| Shipping method and who pays freight | Prevents disputes about logistics | [2] |
| Terms and conditions, special instructions | Warranties, returns and any additional order notes | [1] |
| Authorized signature | Confirms the PO is authentic and approved | [1] |
| Specification reference | Spec sheet attached to the agreement or incorporated in POs | [3] |
Common purchase order fields and their purpose
Steps to write the order
- Fill header and addresses. PO number, date, both parties, ship-to and bill-to. [1, 2]
- Add line items. Item description, SKU, quantity, unit price and total. [2]
- Add terms. Payment terms, delivery date, shipping method and freight responsibility. [2]
- Attach the specification. Attach the spec sheet or reference the version agreed. [3]
- Sign and send. Authorized signature, then ask the supplier to acknowledge and quote the PO number on all documents. [1, 2]
Check before sending
- [ ] Give the PO a unique number and date [1, 2]
- [ ] Name buyer and supplier with contact details [1, 2]
- [ ] List separate ship-to and bill-to addresses [2]
- [ ] Describe each item with SKU or part number [2]
- [ ] State quantity, unit price and total [1, 2]
- [ ] State the currency of the price (general practice)
- [ ] State payment terms [1, 2]
- [ ] State the latest acceptable delivery date and delivery location [1, 2]
- [ ] State shipping method and who pays freight [2]
- [ ] Reference or attach the approved specification [3]
- [ ] Add terms and conditions and special instructions [1]
- [ ] Get an authorized signature [1]
Cautions
- Required fields vary by organization and system; these sources describe typical content.
- Whether a PO becomes binding depends on the contract and applicable law.
- General information, not legal advice.
Pages that feed the purchase order
| Page on this site | What it holds |
|---|---|
| RFQ Template for Frames, Wall Art and Boards | Enquiry template for the first brief |
| What a Private Label Quote Contains and How to Check It | What a written quote should contain |
| Product Spec Sheet Template for Private Label Orders | Spec sheet template to attach |
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Sources: [1] Purchase Orders: All You Ever Need to Know (Procurify, fetched 2026-11-12); [2] Purchase Order Template Guide (ProcureDesk, fetched 2026-11-12); [3] On the value of spec sheets when manufacturing overseas (Harris Sliwoski (China Law Blog), fetched 2026-11-12). As of 2026-11-12. General information, not legal, customs or tax advice. Wording is paraphrased from the pages linked; your written quote and contract govern.