Material ID
Type, grade, alloy code, heat/lot number, mill certificate references for traceability and testing history.
A precise, well-completed document reduces disputes about quantity, quality, and price, supports billing and tax reporting, and preserves chain-of-custody and warranty rights. Clean records also streamline audits and simplify electronic workflows when signed and stored correctly.
Each party should keep a signed record and supporting documents (weight tickets, test certificates) to resolve disputes and support accounting and regulatory obligations.
Type, grade, alloy code, heat/lot number, mill certificate references for traceability and testing history.
Net weight, gross weight, units, and measurement method (scale ticket, date/time, location) to support invoicing and customs.
Price per unit or weight and currency; state freight, taxes, or adjustments separately to avoid pricing disputes.
Incoterm or delivery rule, accepted delivery window, location, and responsibility for transport, unloading, and risk.
Specify inspection rights, acceptable test standards, sampling method, and remedies for nonconforming material.
Named signers, printed names, titles, signature blocks, and dated acceptance to evidence transfer and consent.
| Field | Configuration |
|---|---|
| Authentication | Email link or SMS code; use stronger methods for high-value transfers |
| Required Fields | Make material, quantity, price, and signature mandatory |
| Conditional Fields | Show inspection fields only if 'inspection required' is checked |
| Audit Trail | Capture IP, timestamp, and signer events for compliance |
Verify recipients can open the selected format, and configure notifications and reminders to support timely completion and archiving.
| 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 | Varies | Varies | Varies |
| Bulk Send | Yes | Varies | Varies | Varies | Varies |
| Audit Trail | Yes | Yes | Yes | Yes | Yes |
| HIPAA Compliant | Yes | Varies | Varies | Varies | Varies |
Commonly Net 30 or Net 60 from invoice date
Specify confirmed delivery window and responsibility for delays
State the number of days for buyer inspection and rejection
Allow a defined window for claims and corrective action
Retain records to meet applicable IRS timelines
Prepare the document and attach weight tickets and certificates.
Internal review for pricing, delivery, and compliance before sending.
Collect signatures from buyer, seller, and any witness or notary.
Store signed copy and attachments per retention policy.
Used e-signatures for entire transaction lifecycle to avoid in-person meetups.
Chose a compliant eSignature solution for enterprise workflows and audit trails.
Typically signs to confirm shipment, weight, and material grade on behalf of the selling entity. The plant manager or authorized sales representative certifies accuracy and accepts contractual terms for delivery and warranty.
Signs to acknowledge receipt, inspection results, and acceptance of material. The procurement lead ensures quantities match purchase orders and that payment and holdback terms are correctly recorded.