Arcade Machine Purchase Order: What Buyers Should Confirm
When purchasing commercial arcade equipment from an overseas manufacturer, clear order confirmation is essential.
A quotation may show the product price and basic specifications, but a complete order should also identify the exact machine configuration, customization requirements, quantities, packing arrangements, and shipping terms.
For international buyers, having these details confirmed in writing can reduce misunderstandings and make the purchasing process more organized.
This guide explains what to review before confirming an arcade machine order.
1. Confirm the Supplier and Buyer Information
Start by checking the basic company and order details.
The order documents should clearly identify:
Supplier company name
Buyer company name
Contact information
Order reference number
Order date
Destination country
For international transactions, confirm that the company information matches the relevant quotation and payment documents.
2. List Every Machine Model Separately
If your order includes several types of arcade equipment, list each model separately.
For every model, confirm:
Product name
Model number
Quantity
Unit price
Main specifications
Included accessories
Avoid using descriptions that are too general.
For example, if your order includes different claw machine sizes or cabinet configurations, each version should have its own clear description.
3. Confirm Technical Specifications
The technical specifications should match the actual equipment you intend to purchase.
Depending on the model, review:
Machine dimensions
Electrical requirements
Rated power
Cabinet configuration
Display and lighting
Control system
Payment system
Other included functions
If the machines are being shipped to different destinations, confirm the relevant electrical and payment requirements for each destination.
4. Record Customization Requirements
Customized equipment requires especially clear documentation.
If your machines include branding or design changes, list the approved details.
These may include:
Company logo
Cabinet colors
Exterior graphics
Lighting configuration
Machine size
Custom artwork
Agreed functional options
Attach the approved artwork or design reference when necessary.
For custom orders, make sure both parties confirm the final design before production begins.
5. Confirm Accessories and Included Components
Do not assume that every accessory shown in promotional images is included in the order.
Ask the supplier to list the actual included items.
Depending on the machine, these may include:
Power cables
Keys
Basic operating accessories
Payment devices
Other model-specific components
Separate included accessories from optional upgrades so that the quotation and order are clear.
6. Confirm Price and Payment Terms
Review the commercial terms carefully.
Check:
Unit price
Total order value
Currency
Deposit requirements
Balance payment arrangements
Payment method
Any agreed additional charges
If customization or accessories are charged separately, make sure these costs are included in the final calculation.
The confirmed amount should match the final product configuration and order quantity.
7. Confirm Production and Delivery Arrangements
Before placing an order, ask the supplier to confirm the expected production schedule and shipping arrangements.
Relevant information may include:
Estimated production time
Production start conditions
Final inspection arrangements
Packing method
Package dimensions
Shipping weight
Shipping terms
Destination port or delivery location
Production and transportation schedules may vary depending on the order size, customization, and logistics arrangements.
8. Confirm Inspection and Quality Requirements
The order should clearly state what inspection and testing arrangements have been agreed.
For example:
Appearance inspection
Functional testing
Payment system checks
Customization verification
Packing inspection
Photo or video confirmation
For bulk orders, clarify how the supplier will check the machines before shipment.
Keep copies of the confirmed specifications and relevant inspection records.
9. Confirm After-Sales Support Terms
Commercial arcade equipment may require technical guidance and maintenance during operation.
Before confirming the order, review:
Warranty coverage
Warranty period
Technical support arrangements
Spare parts availability
Troubleshooting process
Contact method for service requests
Ask the supplier to provide the applicable terms for the specific models you are purchasing.
10. Keep All Order Documents Together
A well-organized order file can help both sides track the purchasing process.
Keep copies of:
Final quotation
Purchase order
Confirmed specifications
Approved artwork
Payment records
Production updates
Inspection records
Packing information
Shipping documents
For repeat orders, these records can also help you refer to previously confirmed configurations.
Frequently Asked Questions
Q1: Is a quotation enough to confirm an arcade machine order?
A quotation is useful for pricing, but buyers should also confirm the exact models, specifications, quantities, customization, payment terms, and delivery arrangements.
Q2: Should customized artwork be attached to the order?
Yes. Approved artwork or design references can help prevent misunderstandings about logos, colors, and cabinet graphics.
Q3: What if the order contains several different machine models?
List each model separately with its own quantity, unit price, specifications, and customization details.
Q4: Should shipping details be confirmed before production?
Yes. Discuss packing, estimated dimensions, shipping arrangements, and destination requirements early in the purchasing process.
Request an Arcade Equipment Quotation
Looking for a direct arcade equipment manufacturer in Guangzhou, China?
Fanhong Arcade Factory supplies commercial claw machines, gashapon machines, capsule vending equipment, and other arcade products for international buyers.
We support factory-direct orders, OEM and ODM customization for suitable models, and worldwide shipping.
Website: https://www.hxt5.com/
WhatsApp: +86 199 2830 9481
Email: Fanhong668@gmail.com
Visit our company profile and explore our arcade solutions.
Send us your machine list, quantities, destination country, and customization requirements to request a quotation.
