Use this before you place the PO. It aligns engineering, purchasing and the supplier on the same page so production starts cleanly and ships on time.
1) Product and standard
- Grade + standard + form (e.g., ASTM A240 304, sheet; or EN 10025 S235J2, plate)
- Acceptable equivalents (list them) and priority
2) Dimensions and tolerances
- Nominal sizes with units
- Thickness/OD/ID/width/length tolerances (numbers or ASTM A480/EN 10051 ref.)
- Flatness/camber/ovality/squareness where relevant
- Edge: mill/slit/debur/chamfer; bevel angle if needed
3) Finish and cleanability
- Finish code (2B/BA/No.4/HL/galvanized G/Z or AZ value)
- Ra target (if hygiene matters)
- Film protection or interleave
4) Drawings and cutting/forming
- Latest drawing/DXF filename + revision date
- Full cut list: QTY × L × W × T (or OD × WT × L)
- Grain direction; bend lines and minimum inside radius
- Nesting rules: minimum web, kerf allowance, micro-joints, edge quality
5) Welding/machining (if any)
- Process and filler (MIG/TIG/laser), heat input limits and interpass temperature
- Post-weld treatment: pickling/passivation, grinding/polishing steps
6) Quality documentation and tests
- MTC EN 10204 3.1 required? (heat numbers must match piece IDs)
- NDT scope: UT/ET/PT/RT/Hydro with acceptance criteria
- Third-party inspection points (if any)
7) Packaging and corrosion protection
- Method by form: coil/sheet/plate/tube; VCI/oil/barrier wrap and desiccant
- Pallet/crate spec (IPPC), stacking and labels
8) Shipping marks and documents
- HS code, consignee/notify, marks template
- Commercial invoice, packing list, COO template; special certs if needed
9) Terms and timeline
- Incoterms 2020 + payment schedule
- Start/finish windows, booking cut-off date
- Approval SLA: drawings/samples within 24–48 h; single decision owner
10) Change control
- Spec freeze date; changes trigger new lead time and price
- One shared change log
Sign-off table (copy/paste)
| Item | Buyer | Supplier | Date |
|---|---|---|---|
| Specs + tolerances | ✔ | ✔ | ____ |
| Finish + Ra | ✔ | ✔ | ____ |
| Cut list + DXF | ✔ | ✔ | ____ |
| MTC + tests | ✔ | ✔ | ____ |
| Packing plan | ✔ | ✔ | ____ |
| Docs & marks | ✔ | ✔ | ____ |
| Timeline & terms | ✔ | ✔ | ____ |
FAQs
Q: Can we write “standard tolerance”?
A: List numbers or cite the exact table; “standard” varies by mill.
Q: Do we need 3.1 MTC for every order?
A: Only where properties/traceability are critical—but decide before production.
Q: Oil or VCI for sea freight?
A: VCI for clean unpack/precision parts; oil for rough plate/bars.
Internal links
- How to Read a Mill Test Certificate (MTC)
- Sea Freight Packaging to Prevent Rust
- Cut-to-Size and Nesting Tips
Baoli Engineering Team · Reviewed Oct 31, 2025
