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Every month, I see new brands work extremely hard on design and marketing, but lose money because their PO is too “simple.”
The painful truth is: samples don’t protect a brand. Clear acceptance rules protect a brand.
So I wrote this copy-paste PO template for overseas buyers. You can send it to any factory and immediately see who is professional.
How to use this PO template (2 minutes)
Copy the clauses below into your PO or into your email confirmation before deposit.
If you don’t know the exact numbers yet, keep the “Target” fields first and tighten them after samples.
This template is written to reduce returns and prevent “sample vs bulk drift.”
Section 1: PO Header
PO Number: ____
Buyer / Company: ____
Supplier / Factory: ____
Product Name: Pickleball Paddle
Model / Version (important): ____
Order Quantity: ____ pcs
Incoterms: FOB / DDP / ____
Destination (City, Country): ____
Section 2: Spec Lock Sheet (the “no-argue” page)
This page prevents 80% of disputes. Lock it after sample approval.
Core Structure (choose one): ____
Face Material (carbon, fiberglass, etc.): ____
Surface Texture / Finish: ____
Thickness: ____ mm
Shape / Size (L × W): ____ mm × ____ mm
Handle Length: ____ mm
Grip Type / Thickness: ____
Edge Guard / Edgeless Spec: ____
Target Weight: ____ g (or ____ oz)
Target Swing Weight (optional): ____
Printing Method (UV, heat transfer, etc.): ____
Artwork File Version (date/name): ____
Section 3: Buyer Acceptance Standards & Tolerances (most important)
These are recommended starting tolerances used by many buyers. You can tighten them for premium lines.
Acceptance Criteria & Tolerances
| Item | Target | Tolerance / Acceptance Rule | Check Method |
|---|---|---|---|
| Weight | ____ g | ± 7 g (per paddle) | Random sampling |
| Swing Weight (optional) | ____ | ± 5 (or buyer-defined) | SW test / factory tool |
| Thickness | ____ mm | ± 0.2 mm | Caliper |
| Paddle Length | ____ mm | ± 1 mm | Ruler |
| Paddle Width | ____ mm | ± 1 mm | Ruler |
| Handle Length | ____ mm | ± 1 mm | Ruler |
| Grip Circumference (optional) | ____ | ± 1 mm | Tape measure |
| Face Flatness | N/A | No visible warping; must pass table-flat check | Flat table check |
| Edge Finish / Bonding | N/A | No gaps, no sharp edges, no glue overflow beyond allowed area | Visual + hand feel |
| Print Alignment | N/A | Misalignment ≤ 1 mm; no obvious double print | Visual |
| Surface Defects | N/A | No bubbles, no cracks; minor dots allowed if not visible at 60 cm | Visual |
| Sound / Feel (optional) | N/A | No abnormal rattling; consistent “hit feel” across samples | Tap test |
If you want lower returns, control weight and thickness first.
Section 4: Sampling & Inspection Rules (simple but strict)
Pre-shipment inspection sampling rate: % of total quantity, minimum pcs.
Inspection must cover: weight, thickness, print alignment, edge finish, packaging labeling.
If any “major defect” is found, factory must stop packing and correct the batch before shipment.
Section 5: Defect Dictionary (OK vs Reject)
This is where many POs fail, you say “quality issue” but don’t define it.
Defect Classification
| Defect Type | Acceptable | Reject / Rework |
|---|---|---|
| Print color | Minor color difference within agreed proof | Obvious mismatch vs approved proof |
| Print alignment | ≤ 2 mm | > 2 mm or looks off-center |
| Edge finish | Minor seam lines, not sharp | Sharp edge, gaps, glue overflow |
| Face bubbles | None | Any visible bubble/crack |
| Warping | None | Any visible warping on flat table |
| Rattling sound | None | Any abnormal internal rattling |
| Packaging | Clean, correct labels | Wrong label, damaged box, missing inserts |
Section 6: Lead Time Clause (realistic and enforceable)
Sample lead time: 5–10 working days after artwork + spec confirmation.
Mass production lead time: 10–25 working days after sample approval, deposit received, and packaging confirmed.
Any change after spec lock may reset lead time and require written approval from you.
Section 7: Packaging & Labeling Requirements (avoid damage and delays)
Packaging type: ____ (box, bag, set)
Set contents (if any): ____
Amazon labeling requirements (if applicable): FNSKU / carton labels / barcode placement.
Carton strength requirement: strong enough for door-to-door handling, no crushed corners.
Delivery appointment / receiving hours: Buyer must provide warehouse receiving schedule if needed.
Section 8: After-Sales Handling Clause (buyers care most)
If a batch issue is found, you will provide photos/videos and basic quantity estimate within ____ days after receiving goods.
Factory must respond within ____ hours with a clear solution plan: rework, replacement, credit, or partial refund (as agreed).
For issues caused by incorrect factory execution vs approved sample/spec, factory takes responsibility.
Section 9: Payment & Release (keep it simple)
Payment terms example: 40% deposit, 60% before shipment release.
Shipment can only be released after QC acceptance is passed and remaining payment is received.
Section 10: Signature
Buyer Signature / Date: ____
Supplier Signature / Date: ____
A practical Note from iAcesport
If you’re building a pickleball paddle brand, your PO should do more than “place an order”, it should prevent avoidable mistakes. If you want, you can send us your target retail band, core family, and packaging plan. I can help you tighten the tolerance table so it matches your market and reduces returns
