Purchase Order for a Chinese Supplier: Nigeria Guide

Write a purchase order for a Chinese supplier with clear product details, prices, payment stages and delivery terms before sending money from Nigeria.

A purchase order for a Chinese supplier puts your buying instructions in one clear record: the goods, specifications, quantity, agreed price, payment stages and delivery arrangement.

It helps when your supplier says one thing on WeChat, sends a different quotation and later asks you to approve production.

For a Nigerian buyer, those differences can affect the goods you receive and the money left for shipping and clearing.

Before paying, send the supplier a version both sides can check and confirm.

The goal is to make the order specific enough to buy, produce, inspect and deliver.

What is a purchase order and how is it different from an invoice? #

A purchase order, often called a PO, is the buyer's written order to the supplier. It records what you want to purchase and the terms you are asking the supplier to accept.

The supplier's proforma invoice usually sets out its quotation and proposed transaction details. The commercial invoice records the goods sold and their values.

Use the documents together. Compare the PO with the supplier's quotation, then resolve differences before payment.

Our proforma invoice guide explains the supplier details and charges to check.

You can start with a simple document, but give it a reference number and date. If you change it, identify the new revision clearly.

Ask the supplier to confirm the complete version. An acknowledgement that it received your file is less useful than confirmation that it accepts the specifications, price, payment stages and delivery terms.

For complex orders, coordinate the PO with any separate supply agreement and platform order.

What should a purchase order to a Chinese supplier include? #

Build it around the information needed to fulfil the order.

Include:

• Your business name, address and contact person.
• The supplier's confirmed company name and address.
• PO number, date and revision.
• Product names, models and attached specifications.
• Quantity and unit, such as pieces, pairs or sets.
• Unit prices, currency and product subtotal.
• Agreed additional charges and order total.
• Sample or specification references.
• Packaging and labelling instructions.
• Inspection requirements and acceptance process.
• Payment amounts and the conditions for each payment.
• Production, dispatch and delivery milestones.
• Delivery location and responsibility for transport.
• Required order and shipment documents.

Keep product specifications in an attachment if they are too detailed for the main page.

Name the attachment and revision in the PO so the supplier knows which version applies.

Before issuing the order, check the seller's identity through our Chinese supplier verification service.

How do you describe the quality you expect? #

Replace broad requests like "good quality" with details the supplier and inspector can check.

For bags, that might mean the agreed material, dimensions, lining, handle construction, colour and packaging.

For electronics, it might include the exact model, components, supported functions, accessories and agreed tests.

For clothing, record the size chart, fabric composition, colour, measurements and permitted variations.

A product photo is useful, but it may not explain every requirement.

If you approved a sample, identify it with a reference and date. Attach photos and the agreed specifications, and state how the bulk goods should match it.

Read our guide to getting samples from China to Nigeria before approving a large order.

Agree which checks happen before the balance is paid and what happens if the inspection finds a problem. Specify who reviews the report, whether rework is allowed and how the goods will be checked again.

Our quality inspection in China guide explains how to define the inspection scope.

Avoid giving an inspector a requirement that the supplier has never accepted.

A simple purchase order example for a Nigerian buyer #

This example uses assumed prices and terms. Replace them with your confirmed supplier details and the agreement for your actual order.

Order details

• PO reference: PO-001, revision 1.
• Date: Date the order is issued.
• Buyer: Your confirmed business details.
• Supplier: The verified supplier's company details.
• Product: Canvas tote bags, model BAG-01.
• Quantity: 60 pieces: 20 black, 20 navy and 20 tan.
• Specification: Material, dimensions and construction shown in the attached specification.
• Sample reference: Approved sample S-01 and its dated photos.
• Unit price: USD 5.
• Product subtotal: USD 300.
• Delivery within China: USD 20.
• Order total: USD 320.

Packing and inspection

• Pack 20 bags in each carton, with colours separated.
• Use the confirmed customer shipping mark on every carton.
• Provide carton count, packed measurements and a final packing list.
• Complete the agreed quantity, specification and workmanship checks before balance approval.
• Request written approval before substituting materials, colours or components.

Payment and delivery

• Deposit: 30% of the order total, USD 96.
• Balance: 70%, USD 224, after the agreed inspection is accepted and before dispatch.
• Ready-for-inspection date: The confirmed date.
• Delivery deadline and location: The agreed date and exact receiving point in China.
• International freight, Nigerian clearance and onward delivery: Arranged and quoted separately.
• Supplier acceptance: Written confirmation of this PO and its named attachments.

The payment split is an illustration of how to record agreed stages. Negotiate the actual amounts and release conditions before committing money.

The related packing list example for Nigerian imports shows how the same 60 bags can be recorded across three cartons.

Confirm prices, payment stages and supplier acceptance #

Check the arithmetic and currency before asking the supplier to accept the PO.

Make sure the total identifies the charges it includes. Packaging, branding, moulds, samples, inspection and local transport may be priced separately.

For each payment, record the amount, deadline or milestone and the evidence needed before release.

Our supplier deposit and balance guide explains what to agree before sending a deposit.

Discuss the payment route too. Read how to pay a Chinese supplier from Nigeria and confirm the beneficiary details for the agreed method.

If you use Alibaba, keep the accepted terms connected to the actual platform order.

Alibaba's buyer guidance recommends detailed purchase orders, samples and inspection arrangements.

For Trade Assurance, record the specifications, dates and agreed conditions in the online order and relevant attachments. Keep important confirmations in Alibaba's messaging system and follow the payment instructions generated for the order.

Protection depends on eligibility and applicable terms. Read our Alibaba Trade Assurance guide for Nigerian buyers.

If terms change after acceptance, update the relevant documents and obtain confirmation before proceeding.

How do you agree delivery and shipping terms? #

Name the actual delivery point and who handles each part of the movement.

A supplier delivering to a warehouse in Guangzhou may have a different responsibility from one arranging shipment to your Nigerian destination.

Confirm:

• Who books and pays for delivery within China.
• Who receives the cartons.
• Who arranges international freight.
• Which shipping documents the supplier must provide.
• Who handles Nigerian clearance and onward delivery.
• How loss or damage responsibilities are allocated.

If you use an Incoterms rule, include the agreed rule, named place or port and version. Ask your forwarder to confirm that it suits the transport arrangement.

The International Chamber of Commerce's Incoterms guidance explains their role in allocating delivery tasks, costs and risks.

Keep payment stages separately stated rather than assuming a shipping term covers them.

Use our China warehouse address guide to confirm the receiving instructions.

Separate the production completion date, China delivery deadline and estimated arrival in Nigeria. They describe different milestones.

Check the final order before paying #

Read the accepted PO, quotation and platform order together.

Confirm that the product, quantity, price, payment stages, inspection conditions and delivery arrangement agree.

Check that the supplier accepted the latest specification attachment and that your warehouse or forwarder can handle the goods.

If you are buying from several sellers, issue a separate order reference for each supplier, then plan the freight using our guide to combining orders from China to Nigeria.

Keep the accepted files, messages, sample records and payment receipts together. This makes changes and shipment checks easier to trace.

If you need help preparing a purchase order for a Chinese supplier, send ChinaBridge Global the product details, supplier quotation, quantity, sample information and Nigerian destination.

ChinaBridge can help coordinate supplier checks, sourcing and inspection arrangements. For the onward movement, see our shipping from China to Nigeria service.

First published 01 Oct 2026. Last checked 01 Oct 2026 by The ChinaBridge desk. Something here out of date? Tell us in the comments and we will fix it.