Payment: agree evidence-linked milestones
Payment terms depend on order size, customization, credit and risk allocation. A deposit and pre-shipment balance are possible structures, not universal requirements. Agree what evidence is due at each milestone, such as an inspection report, serial-number list and shipment records. An advance-payment request alone does not establish financial distress; assess the supplier and transaction independently.
Lead time: write the number and the consequence
Define the dispatch milestone, its starting conditions and the agreed working-day calendar in the purchase contract. Agree remedies, exceptions and dispute procedures explicitly. Any percentage-based delay clause is a negotiated example requiring appropriate commercial and legal review; acceptance or refusal does not prove whether a supplier manufactures the goods.
Shipping terms: pick the Incoterm you can actually manage
Choose the Incoterm for the actual handover and transport mode. FCA can suit container or multimodal shipments delivered to a carrier; FOB applies to delivery on board a vessel at the named port. EXW leaves substantial responsibilities with the buyer and should be assessed carefully for export shipments. State the precise place or port and Incoterms® 2020, and compare route-specific freight quotations.
The defect clause that fits in one sentence
Agree the warranty start date, covered defects, exclusions, evidence requirements, RMA procedure, remedy and freight responsibilities in writing. A sample clause is a negotiation aid, not the supplier’s accepted policy. Confirm how replacements, credits or repairs will be handled and keep the agreed terms with the order.
Documentation: what must physically arrive
Agree the documents required for the product and destination: commercial invoice, packing list, transport records, relevant QC evidence and applicable conformity or origin documentation. CE, FCC and RoHS do not represent one interchangeable certificate. Confirm destination-specific requirements with the importer or qualified adviser and ensure that documents cover the actual models ordered.
