Are electronic signatures valid on POs?

Yes. Electronic signatures are legally enforceable under the federal ESIGN Act (15 U.S.C. ch. 96, 2000) and state UETA statutes where adopted; ensure consent and retention requirements are met.

When is notarization required?

Notarization is rarely required for standard purchase orders, but specific transactions or customs documents may require notarized certificates; check importer/exporter rules and state law.

What if supplier wants changes?

Obtain a written order confirmation or revised PO that both parties sign; treat the confirmation as the controlling document to avoid disputes over price or delivery terms.

Which customs documents should accompany a PO?

Include commercial invoice, packing list, bills of lading, and any certificates of origin or export authorizations as required by the destination country and customs authorities.

How do I dispute an incorrect invoice?

Match invoice to the signed PO and delivery receipts; notify supplier in writing with specific discrepancies and preserve audit trail for claims or payment hold procedures.

Can I use eSignature platforms for HIPAA-related orders?

Yes, when a BAA is in place and the platform supports required security controls; ensure the signed record meets HIPAA retention and access requirements.

Electronic Signature
Templates
Miscellaneous
International Purchase Order

International Purchase Order

This template is fully customizable. Edit the text, fill out the fields, and send it for signature. Give it a try!

INTERNATIONAL PURCHASE ORDER

Order Identification

Purchase Order No.: Date Issued: Currency:

Parties

Buyer (Importer) Buyer Address Buyer Contact Seller (Exporter) Seller Address Seller Contact

Recitals

WHEREAS, Buyer desires to purchase and Seller agrees to sell the goods described in this International Purchase Order under the terms and conditions herein; and

WHEREAS, the parties intend that the terms of sale, delivery, inspection and payment set forth below control transactions governed by this Purchase Order; and

WHEREAS, Seller represents it is authorized to export the goods and to comply with applicable export and customs requirements.

Purchase Order Details

The parties agree the goods and quantities are as follows. Unit prices are exclusive of taxes unless explicitly stated.

Item No.	Description	Quantity	Unit	Unit Price	Total Price

Scope of Work

Payment Terms

Total Contract Price: Currency:

Payment Schedule

Late Payment Fee: Payment Method:

Delivery & Shipping

Incoterm (select applicable): EXW FOB CIF DDP

Port of Loading: Port of Destination:

Estimated Delivery Date: Lead Time:

Packaging and Marking

Inspection and Acceptance

Inspection by: . Acceptance shall occur upon written confirmation by Buyer within days of delivery unless otherwise agreed.

Term and Termination

Contract Effective Date: Contract End Date:

Either party may terminate this Purchase Order for material breach that remains uncured for days after written notice. For convenience, either party may terminate upon days' prior written notice. Termination does not relieve Buyer of payment for conforming goods delivered prior to effective termination.

Confidentiality

Each party shall keep confidential all non-public commercial and technical information provided by the other party in connection with this Purchase Order and shall not disclose such information except to employees, agents or subcontractors who have a need to know and who are bound by confidentiality obligations no less protective than those herein. Confidential obligations do not apply to information that is publicly known through no breach, lawfully received from a third party without restriction, or independently developed.

Export, Customs & Compliance

Seller warrants that the goods comply with applicable export control, customs and trade sanctions laws of relevant jurisdictions. Buyer is responsible for import customs clearance and payment of import duties unless otherwise specified. Parties shall cooperate in providing documentation necessary for customs clearance, including commercial invoices, packing lists and certificates of origin.

Governing Law; Dispute Resolution

This Purchase Order shall be governed by the substantive laws of without regard to conflict-of-law principles. Parties shall first attempt to resolve disputes in good faith. If unresolved, disputes shall be resolved by arbitration in accordance with the arbitration agreement incorporated by reference in this Purchase Order.

Entire Agreement

This Purchase Order, including its attachments and any referenced specifications or schedules, constitutes the entire agreement between Buyer and Seller with respect to the subject matter and supersedes all prior proposals, negotiations and agreements, whether written or oral. No modification shall be effective unless in writing and signed by authorized representatives of both parties.

Notices

Notices required by this Purchase Order shall be in writing to the contact information provided above and shall be effective upon receipt. Notice details may be updated by providing written notice to the other party.

Representations and Warranties

Seller represents and warrants that (a) the goods conform to the descriptions and specifications set forth in this Purchase Order; (b) the goods are free from defects in material and workmanship at the time of delivery; and (c) Seller has clear title to the goods and all rights necessary to export them.

Miscellaneous

Force majeure: Neither party shall be liable for delay or failure to perform caused by events beyond its reasonable control, provided the affected party promptly notifies the other and uses commercially reasonable efforts to mitigate the effect of the event.

Authorized Representatives

Buyer Representative Seller Representative

Buyer:

By:

Date:

Seller:

By:

Date:

What an International Purchase Order Is and when it’s used

An International Purchase Order is a formal commercial document that a buyer issues to a seller to request goods or services for cross-border trade. It records quantities, descriptions, agreed prices, delivery terms, payment instructions, and applicable Incoterms. Because it governs international movement of goods, the document also supports customs clearance, commercial invoicing, insurance, and logistics planning. A clear purchase order reduces disputes by establishing acceptance criteria, delivery windows, and which party bears duties, taxes, and transport risk under the chosen shipping terms.

Why a clear International Purchase Order matters

A well-formed purchase order creates a binding commercial offer, clarifies responsibilities for shipping and customs, and provides documentary evidence for invoicing and dispute resolution. It reduces onboarding friction with suppliers and supports faster customs processing and payment reconciliation.

Who typically prepares and approves international purchase orders

Procurement teams, supply chain managers, and accounts payable staff usually create and manage purchase orders; legal and compliance review high-value or regulated purchases.

Procurement Departments: Issue and track POs, compare supplier quotes, and enforce contract terms during onboarding and delivery.
Supply Chain / Logistics: Use POs to coordinate shipping, select Incoterms, and prepare customs documentation for cross-border transport.
Accounts Payable / Finance: Match PO to invoice and delivery receipts to authorize supplier payment and apply correct tax treatment.

Smaller businesses may use purchase orders for each order; larger organizations route POs through approval workflows and ERPs to control spend and ensure compliance.

Core components of a professional International Purchase Order

Include standard commercial and logistics elements so the PO can serve as an enforceable record and a practical processing tool for customs and finance.

Buyer and Seller

Full legal names and addresses for both parties, including VAT or tax identifiers where applicable, to ensure the document is attributable and valid for customs and tax purposes.

PO Number & Dates

Unique purchase order number, issue date, and requested delivery date to allow matching with packing lists, invoices, and customs filings throughout the supply chain.

Goods Description

Detailed item descriptions, HS codes, quantities, unit prices, packaging, and weight measures so customs, carriers, and insurers can classify and process shipments accurately.

Incoterms & Shipping

Specified Incoterm (e.g., FOB, DDP) and named port or terminal, which determine risk transfer, freight responsibilities, and who arranges export/import clearances.

Payment Terms

Agreed payment method, currency, banking details, due dates, and any letters of credit or guarantees to reduce payment disputes and clarify FX risk management.

Legal Clauses

Dispute resolution, governing law, force majeure, inspection rights, warranty limits, termination conditions, and signature blocks to support enforceability and risk allocation.

Required information fields at a glance

PO Number: Unique identifier

Issue Date: MM/DD/YYYY

Buyer Details: Legal name

Seller Details: Legal name

Itemized Lines: Qty, SKU

Total Value: Currency code

Step-by-step: preparing and issuing an international purchase order

Follow an ordered workflow from requisition to issuance to ensure approvals, compliance checks, and logistics coordination are completed before sending the PO.

01

Create PO: Populate buyer/seller, items, prices, and Incoterms.
02

Internal Approval: Route through procurement and finance for authorization.
03

Send to Supplier: Transmit PO with attachments and delivery instructions.
04

Confirm Acceptance: Supplier acknowledges, confirms lead times, or issues an order confirmation.

Typical online workflow settings for digital POs

Configure digital fields and approvals to mirror your internal controls and to create a machine-readable record for downstream systems.

Field	Configuration
PO Number Format	Auto-generate sequential numbers
Approval Threshold	Dollar-based multi-step approvals
Attachment Requirements	Require commercial invoice and packing list
Notification	Email and optional SMS alerts

Where to send or submit the completed purchase order

Choose transmission methods that create an auditable trail and meet supplier preferences for legal acceptance and customs processing.

Supplier Portal: Upload PO to supplier's procurement portal for automated acknowledgment.
Email with PDF: Send a signed PDF and request written confirmation.
EDI Transmission: Use EDI for high-volume trading partners and automatic matching.
Third-party Platform: Send via cloud platforms that maintain version history and audit logs.

Digital signing, formats, and integrations to consider

Use platforms that support common file formats, audit trails, and integration with your ERP, customs, and logistics systems.

File Formats: PDF | DOCX | XML
Integrations: Salesforce | NetSuite | Google Workspace
Authentication: Email link | SMS code | SSO

Ensure the eSignature provider can produce a tamper-evident signed document and an audit trail that meets ESIGN and UETA standards for admissibility.

Common timelines and deadlines tied to international purchase orders

Track contractual and customs-related dates to avoid penalties, shipping delays, and payment timing issues.

Order Acknowledgement Deadline:

Supplier confirms acceptance within agreed lead time.

Requested Delivery Date:

Buyer-specified arrival or shipment window.

Customs Filing Date:

Submit export declarations prior to vessel departure.

Invoice Due Date:

Payment term from invoice date (e.g., Net 30).

Claims Window:

File transport or quality claims within stipulated days.

Common mistakes to avoid when preparing an international purchase order

Omitting HS codes or using incorrect codes, which can trigger customs delays, reassessments, or fines.
Failing to specify Incoterms clearly, causing confusion over who pays duties, arranges transport, or insures the goods.
Leaving ambiguous descriptions or using vague quantity units, which lead to disputes on delivery acceptance and invoicing.
Not matching currency and payment instructions to supplier bank details, risking delayed or misapplied payments.

Key risks and potential consequences of errors

Customs Delays: Detentions and demurrage charges

Financial Exposure: Unexpected duties or VAT assessments

Payment Disputes: Withheld or delayed payment

Contract Liability: Breach claims and legal costs

Tax Penalties: Incorrect filings trigger IRS penalties

Logistics Disruption: Missed delivery windows and expedited fees

Representative eSignature vendor pricing and capability snapshot

Compare starting prices and common capabilities for vendors often used to sign and circulate international purchase orders. SignNow is listed first per vendor comparison conventions.

	signNow	DocuSign	Adobe Sign	PandaDoc	HelloSign
Starting Price	$8/user/mo	$15/user/mo	$14/user/mo	$19/user/mo	$15/user/mo
Free Trial	7-day free trial	Varies by vendor	Varies by vendor	Varies by vendor	Varies by vendor
Bulk Send	Yes (Premium)	Yes	Yes	Yes	No
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes (BAA available)	Yes (BAA available)	Yes	No	No

Frequently asked questions about International Purchase Orders

Answers to common questions about enforceability, eSignature use, customs documentation, and what to do if a PO must be changed after issuance.

Need help? Contact support

Are electronic signatures valid on POs?
Yes. Electronic signatures are legally enforceable under the federal ESIGN Act (15 U.S.C. ch. 96, 2000) and state UETA statutes where adopted; ensure consent and retention requirements are met.
When is notarization required?
Notarization is rarely required for standard purchase orders, but specific transactions or customs documents may require notarized certificates; check importer/exporter rules and state law.
What if supplier wants changes?
Obtain a written order confirmation or revised PO that both parties sign; treat the confirmation as the controlling document to avoid disputes over price or delivery terms.
Which customs documents should accompany a PO?
Include commercial invoice, packing list, bills of lading, and any certificates of origin or export authorizations as required by the destination country and customs authorities.
How do I dispute an incorrect invoice?
Match invoice to the signed PO and delivery receipts; notify supplier in writing with specific discrepancies and preserve audit trail for claims or payment hold procedures.
Can I use eSignature platforms for HIPAA-related orders?
Yes, when a BAA is in place and the platform supports required security controls; ensure the signed record meets HIPAA retention and access requirements.

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