Procurement English: POs, RFQs, and Deliveries

For professionals in supply chain, logistics, or vendor management, mastering procurement English is essential. Understanding key terms, writing clear emails, and handling orders efficiently helps avoid costly mistakes and builds strong supplier relationships.

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Why Procurement English Matters

Procurement involves multiple stakeholders — suppliers, manufacturers, freight forwarders, and internal teams. Misunderstandings in emails or contracts can lead to:

• Delayed deliveries

• Incorrect quantities

• Missed payment terms

• Increased operational costs

Using accurate procurement English ensures clear communication, aligns expectations, and maintains professionalism across global teams.

Learn What is Professional English Correctly

Core Procurement English Terms You Need to Know

1. PO – Purchase Order

A formal request from a buyer to a supplier to deliver goods or services under agreed terms.

“We’ve issued PO #5678 for 1,000 units of Product X.”

2. RFQ – Request for Quotation

A document used to request pricing and delivery options from multiple suppliers.

“Please respond to our RFQ by Friday with your best pricing.”

3. MOQ – Minimum Order Quantity

The smallest number of items a supplier is willing to sell per order.

“Our MOQ for this material is 500 pieces per shipment.”

4. Lead Time

The total time between placing an order and receiving the goods.

“The lead time for this product is 12 business days.”

5. Incoterms (International Commercial Terms)

Global trade rules defining shipping, risk, and insurance responsibilities. Examples:

• FOB (Free on Board) → Supplier covers costs until goods are on the ship.

• DDP (Delivered Duty Paid) → Supplier delivers to buyer’s location, including duties.

Understanding these terms is a key part of procurement English for international trade.

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Sample Procurement English Emails

1. Sending a Purchase Order

Subject: PO #5678 – Product X Order

Dear [Supplier Name],

Please find attached our purchase order #5678 for 1,000 units of Product X.

• Delivery deadline: 10 May 2025

• Payment terms: Net 30 days

• Incoterms: FOB Shanghai

Please confirm receipt and expected ship date.

Kind regards,
[Your Name]

2. Requesting a Quotation (RFQ)

Subject: RFQ for Product Y – Response Required by Friday

Dear [Supplier Name],

We are seeking your best pricing and lead times for the following:

• Product Y, quantity 2,000 units

• Delivery to Los Angeles, CA

• Preferred Incoterms: DDP

Please send your quotation by Friday, including unit price and delivery schedule.

Kind regards,
[Your Name]

3. Following Up on Late Delivery

Subject: Urgent: PO #4567 Delivery Status Required

Dear [Supplier Name],

We expected delivery for PO #4567 on 15 April 2025. Could you provide an updated status and revised shipping timeline?

Thank you for your prompt attention to this matter.

Kind regards,
[Your Name]

Tips to Improve Your Procurement English

• Be precise with numbers and dates → Always confirm quantities, prices, and deadlines.

• Use bullet points in emails → Avoid misinterpretation by listing details clearly.

• Confirm receipt and timelines → Request written confirmation for POs and RFQs.

• Understand Incoterms thoroughly → Clear procurement English around costs and responsibilities avoids disputes.

Procurement English for Global Trade Scenarios

Different countries have different expectations and policies when it comes to deliveries, invoices, and customs. Using proper procurement English ensures:

• Accurate customs documentation

• Clear lead times for cross-border shipping

• Alignment on Incoterms responsibilities

• Better relationships with overseas suppliers

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How Learn Laugh Speak Helps Professionals

At Learn Laugh Speak, we help professionals master workplace English, including procurement English, across 12 CEFR-aligned levels from Pre-A1 to C2. Our lessons focus on:

• Writing effective supplier emails

• Negotiating pricing and delivery terms

• Handling disputes and urgent order changes

Start learning today at the exact level for you – www.learnlaughspeak.com/pricing

Final Thought

Clear and accurate procurement English improves supplier relationships, speeds up negotiations, and prevents costly errors. By mastering key terms, writing concise emails, and understanding Incoterms, you’ll communicate confidently and manage global procurement with ease.