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How to Prepare a Purchase Order Before Ordering Products from China: Specifications, Quantity, Packaging, and Quality

Una Purchasing Form for Importing Products from China It is one of the most important documents you need to prepare before requesting quotes from suppliers or placing an order.

Many procurement problems do not necessarily stem from an unreliable supplier. In many cases, they arise because the buyer's requirements are not clear enough.

If you simply tell a supplier, “I need 5,000 units of this product,” there are still many unanswered questions. What material should be used? What dimensions are acceptable? What color do you need? How should the product be packaged? What defects are unacceptable? What tests or certifications are required?

Without clear requirements, two suppliers may quote prices for completely different products even though they appear to be offering “the same product.”.

A well-written purchase order converts your requirements into specific, measurable instructions. It helps suppliers prepare more accurate quotes, allows for a fairer comparison of different offers, and serves as a reference for the approval of samples, production, quality control, packaging, and shipping.

In this guide, we explain how to prepare a practical purchase order before ordering products from China.

What is a purchase order?

A purchase order is a document that specifies exactly which product you want to buy and what requirements the supplier must meet.

Ficha de especificaciones de producto para preparar una compra antes de importar desde China
Product Specifications Sheet to Prepare for a Purchase Before Importing from China

Depending on the industry or company, it may also be called:

The name of the document isn't the most important thing.

The key is that it allows you to answer four questions:

  1. What exactly are you buying?
  2. How much do you need?
  3. How should the products be packaged?
  4. How will it be determined whether the quality is acceptable?

For more complex products, it is also advisable to define testing, labeling, certifications, accessories, documentation, and the requirements of the target market.

Why should you prepare a purchase order before contacting Chinese suppliers?

It allows for a better comparison of quotes

Imagine you're requesting quotes to purchase 10,000 stainless steel bottles.

Supplier A is offering a price of $2.10 per unit.

Supplier B is offering $2.45.

Supplier C is offering $2.80.

At first glance, Supplier A appears to be the cheapest.

However, after reviewing the offers, you might find that:

Therefore, the three prices are not directly comparable.

A detailed purchase order allows you to send virtually the same specifications to all suppliers.

Thus, the comparison is closer to:

same specifications + same quantity + same packaging + same quality requirements = a more useful price comparison

Reduces misunderstandings during production

Photographs are useful, but they are usually not enough to fully describe a product.

A supplier cannot accurately determine the exact composition of the material, dimensions, tolerances, electrical specifications, internal components, packaging strength, or performance requirements simply by looking at a picture.

Written specifications provide a much clearer reference.

Create a foundation for quality control

An inspector needs specific criteria.

To say:

“The quality has to be good”

It is subjective.

Instead:

“The product’s dimensions must be 300 ± 2 mm”

It is a measurable requirement.

The same principle applies to:

A pre-shipment inspection typically includes checking the quantity, compliance with specifications, finish, and packaging.

For this reason, inspection criteria should be defined, whenever possible, before production begins.

1. Enter the basic purchase information

The product sheet should begin with the product's basic commercial information.

Product Name

Use a specific name instead of a category that's too general.

Instead of:

LED Lamp

It is best to specify:

20 W Outdoor LED Floodlight, IP65, 220–240 V

Instead of:

Travel bag

You can specify:

40-liter waterproof polyester travel bag with shoulder strap

The goal is to reduce ambiguity from the start.

Product Reference or SKU

Create an SKU or internal code for each model.

For example:

AS-BAG-001

This is especially important when you buy different colors, sizes, or styles from one or more suppliers.

Reference Images

Include clear photos that show:

When necessary, mark critical details directly on the images.

However, images should complement the written specifications, not replace them.

2. Define the product specifications

This is the most important technical section of the purchase order.

Materials

Don't just write:

Plastic

When technically relevant, specify the type:

ABS

PP

PC

Similarly, instead of simply writing:

Stainless steel

It is advisable to specify the grade when it is important for the product's application.

Differences in materials can significantly affect a product's price, durability, appearance, safety, and performance.

Dimensions and Tolerances

Indicate:

Length × Width × Height

For example:

250 × 180 × 80 mm

If dimensions are important, you should also define acceptable tolerances:

250 ± 2 mm

This helps prevent disputes over whether a small difference in size is acceptable.

Peso

When weight affects quality or functionality, specify:

Target net weight: 450 g

and, where applicable:

Acceptable tolerance: ±10 g

Weight control can also help detect material shortages or inconsistencies during production.

Color

Avoid relying solely on descriptions such as:

Dark blue

Color descriptions can be subjective.

When color accuracy is important, you can use:

Electrical Specifications

For electrical products, it specifies parameters such as:

For example:

Voltage: 220–240 V

Frequency: 50 Hz

Rated power: 1,500 W

Plug: compatible with the target market

This is especially important when purchasing appliances intended for different international markets.

Performance Requirements

Some products require functional criteria, not just physical descriptions.

Depending on the product, they may include:

Maximum load: 20 kg

Water resistance: IPX4

Battery capacity: 5,000 mAh

Operating temperature: -10 °C to 45 °C

Whenever possible, performance requirements should be measurable.

3. Enter the correct purchase quantity

The quantity has a much greater impact than the total value of the order.

It can affect:

Break down the quantities by SKU

Don't just write:

Total: 10,000 units

when there are different variants.

It's best to make a table:

SKUColorSizeQuantity
BlackNegro40 L4.000
BAG-001-BLAzul40 L3.000
New item 001 - GrayGris40 L3.000
Total10.000

This reduces errors during order processing, production, inspection, and packaging.

Confirm the MOQ by variant

A factory may accept a total MOQ of 5,000 units, but require a minimum of 1,000 units per color.

For this reason, ask the supplier to confirm:

MOQ total

y

MOQ per SKU / color / size

before completing the order.

4. Decide on the packaging before placing your order

Packaging is one of the most underestimated aspects of international shopping.

It doesn't just affect product protection. It can also directly impact logistics costs.

Individual packaging

Specify how each unit should be packaged.

For example:

When the size of the package is important, specify its dimensions as well.

Interior Protection

For fragile items, specify the internal protection.

For example:

Product → protective bag → molded foam → individual box

You shouldn't assume that the factory will automatically choose packaging suitable for international shipping.

Requirements for Export Crates

Define:

During a packaging inspection, the dimensions and weight of the export boxes, the inner and outer packaging, shipping markings, and the number of products per box can be checked.

Why are packaging dimensions important?

Cajas de exportación y mercancías preparadas para el transporte internacional desde China
Export crates and goods prepared for international shipment from China

Let's say Factory A offers a refrigerator for 190 USD.

Factory B offers a similar refrigerator for 193 USD.

Apparently, buying from Factory A saves 3 USD per unit.

But let's imagine that Factory A uses a considerably larger box.

This could reduce the number of refrigerators that fit in a container.

As a result, the $3 savings on the product's price could be offset by the increase in logistics costs per unit.

For bulky products, always consider:

Product price + packaging dimensions + quantity per container + shipping cost

rather than just comparing the price of the product.

5. Defines labeling and marking requirements

Labels must be confirmed before mass production, not after the products are already finished.

Depending on the product and the target market, it may be necessary to specify:

Requirements vary depending on the product and the destination country.

For this reason, the buyer must verify the applicable regulations in the market where the product will ultimately be sold.

You should not assume that a label designed for the Chinese domestic market will automatically meet the requirements of Mexico, Chile, Colombia, the United States, the European Union, or any other market.

6. Define the quality requirements

Inspectores revisando productos y embalajes antes del envío desde China
Inspectors checking products and packaging before shipment from China

One of the most common mistakes in international purchasing is using ambiguous phrases such as:

“We need good quality.”

“Good quality” is not a measurable specification.

It is recommended that you turn your quality expectations into inspection criteria.

Appearance Requirements

Define the aesthetic issues that are unacceptable:

Whenever possible, set specific limits.

For example:

Visible scratches longer than 5 mm are not permitted on the main front surface.

This provides the factory and the inspector with much clearer guidelines.

Functional Requirements

Design the tests based on the actual product.

For a lamp:

Power-On and Power-Off Test

Power Test

Lighting Test

For one bag:

Zipper Test

Checking the Belts

Seam Inspection

For a household appliance:

Ignition Test

Control Panel Test

Basic Functionality Test

Tests should reflect, as much as possible, how the customer will use the product.

Defect Classification

In professional inspections, defects are typically classified into categories such as:

Critical defects — issues related to serious safety risks, significant non-compliance, or the inability to use the product.

Major defects — problems that would likely result in the product being rejected or significantly affect its normal use.

Minor defects — minor cosmetic or finish issues that do not substantially affect normal operation.

The buyer must identify relevant examples for their product before conducting the inspection.

7. Define the inspection requirements before production

Don't wait until production is complete to decide what you want to inspect.

The purchase order should become one of the main references for preparing the quality control checklist.

Control de calidad en una fábrica china según las especificaciones de compra
Quality Control at a Chinese Factory According to Purchase Specifications

Depending on the product, an inspection may check for:

A pre-shipment inspection is typically conducted when most of the order has already been produced and packed, allowing problems to be identified before the shipment is authorized.

The fundamental principle should be:

Specifications → Sample → Production → Inspection → Approval → Shipping

y no:

Production → Shipping → Identifying Issues After Receiving the Goods

8. Include the requirements of the target market

Regulatory compliance must be considered before placing an order.

The supplier needs to understand the target market because requirements may vary from country to country.

Depending on the product, it may be necessary to investigate:

Never assume that a certificate provided by the supplier automatically applies to the exact model you are purchasing, its configuration, or the market where you intend to sell it.

Check the scope of the certificate and the applicable regulatory requirements.

Technical, labeling, and certification requirements may vary depending on the product and the target market. Before placing an order in China, the importer must verify the applicable standards and requirements in the country where the product will be sold.

9. Approve a sample before mass production

Revisión de una muestra de producto antes de iniciar la producción en masa en China
Inspection of a product sample before beginning mass production in China

For customized or technically sensitive products, an approved sample can serve as a very important benchmark for quality.

The process may be:

  1. Define the specifications.
  2. Request a sample from the supplier.
  3. Inspect and test the sample.
  4. Record the necessary changes.
  5. Receive a corrected sample when necessary.
  6. Approve the final version.
  7. Use the approved sample and the specification sheet as references for production.

Approval must be documented.

Don't rely solely on informal messages such as:

“The exhibition is good.”

Important requirements must be recorded in the purchase documentation.

10. Practical example of a purchase order

Let's imagine that a Latin American importer wants to buy 5,000 custom travel bags in China.

A simplified fact sheet could include the following information:

Product

40-liter travel bag

Quantity

5,000 units

Material

600D polyester exterior

Dimensions

55 × 30 × 25 cm

Dimensional tolerances must be agreed upon with the supplier.

Features

Customization

Single-color logo printed on the front panel

The size and position of the logo must be confirmed in the approved design.

Individual packaging

One plastic protective bag per bag

Export Packaging

10 units per export carton

The maximum weight of the box and its final dimensions must be confirmed before mass production.

Quality Requirements

Inspection

Pre-shipment inspection before authorizing the release of the goods.

Now the buyer, supplier, purchasing agent, and inspector can work under virtually the same requirements.

That is the real purpose of a purchase order.

Common Mistakes When Preparing a Purchase Order

Mistake 1: Using only photos from 1688 or the provider

The photographs on an e-commerce platform are visual references, not comprehensive technical specifications.

You must confirm the actual materials, dimensions, features, accessories, and packaging.

Mistake 2: Comparing only the price

A lower quote may be due to:

That's why you should compare quotes using the same criteria.

Mistake 3: Thinking about packaging only after production is complete

Packaging can affect the risk of damage, storage, volumetric weight, container utilization, and logistics costs.

Define it from the start.

Mistake 4: Writing only “the same as the sample”

Samples may be lost or interpreted differently.

Record in writing the important characteristics of the approved sample.

Mistake 5: Failing to define quality standards

If the order does not specify what quality is acceptable, it will be much more difficult to resolve a discrepancy later on.

Convert the key quality requirements into measurable criteria.

A Practical Checklist Before Requesting a Quote from Chinese Suppliers

Before requesting a final quote, make sure your purchase form includes:

For more complex products, you can also include drawings, test methods, approved samples, packaging designs, manuals, and applicable technical standards.

Conclusion: A good purchasing checklist reduces the risks of buying from China

Prepare a Purchasing Checklist Before Ordering Products from China It's not just a matter of adding more documentation to the import process.

It is a practical tool for reducing risks.

The goal is to transform a vague request such as:

“I want to buy 5,000 good-quality bags.”

in measurable purchasing requirements:

Material + dimensions + color + structure + quantity + packaging + labeling + quality criteria + testing + inspection

This improves communication with Chinese suppliers and allows for more accurate comparisons of quotes.

In addition, the same document can accompany the order throughout the entire process:

Purchasing Requirements → Supplier Quote → Sample Approval → Order → Production → Quality Control → Packaging Inspection → International Shipping

The sooner the specifications are defined, the easier it will be to identify discrepancies before the products leave China.

For international buyers, especially those who purchase directly from Chinese factories or use platforms such as 1688, the most important question should not be solely:

“What's your best price?”

It should also be:

“What exactly am I buying for this price, and how will I verify that the finished goods meet my requirements?”

A well-prepared purchase order allows you to answer both questions before committing to payment, starting production, and incurring international shipping costs.

Continue reading: More practical guides on 1688

How to Reduce Shipping Costs by Consolidating 1688 Packages in China

How to Consolidate Packages from Multiple 1688 Suppliers into a Single Shipment

How to Receive Packages from 1688 at a Warehouse in China: A Complete Guide for International Buyers

How to Buy TVs Wholesale in China: A Complete Guide for International Importers

How to Import Refrigerators from China: A Complete Guide for International Buyers

How to Buy Air Conditioners on 1688: A Complete Guide for International Importers

How much does it cost to import appliances from 1688 in China? Purchase, shipping, and total costs

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