Purchase Order Diplomat in Malaysia Kuala Lumpur –Free Word Template Download with AI
Diplomat Brand Products — Official Procurement for Malaysia Kuala Lumpur Operations
PO-ML-2025-04782
1. Purchasing Party (Buyer)| Company Name: Federal Diplomatic Services Bureau, Ministry of Foreign Affairs | Registration No.: 200301012345 (Kuala Lumpur) |
| Address: Level 12, Wisma Persekutuan, Jalan Duta, 50480 Kuala Lumpur, Malaysia | Tax Identification (TIN): 001234567890 |
| Contact Person: Senior Procurement Officer, Mr. Ahmad Faizal bin Rahman | Email: [email protected] |
| Telephone: +60 3-2691 4400 | Fax: +60 3-2691 4499 |
| Company Name: Diplomat International Trading Sdn. Bhd. | Registration No.: 199801056789 (Kuala Lumpur) |
| Address: Unit 8-3, Level 8, Menara Diplomat, Jalan Sultan Ismail, 50250 Kuala Lumpur, Malaysia | Tax Identification (TIN): 009876543210 |
| Contact Person: Regional Sales Director, Ms. Tan Wei Ling | Email: [email protected] |
| Telephone: +60 3-4257 8800 | Fax: +60 3-4257 8899 |
| Item No. | Description | SKU / Model | Qty | Unit Price (MYR) | Amount (MYR) |
|---|---|---|---|---|---|
| 01 | Diplomat Classic Fountain Pen, Gold-Trimmed, with Leather Presentation Case (for diplomatic correspondence in Kuala Lumpur offices) | DIP-FP-2201-GT | 150 | 485.00 | 72,750.00 |
| 02 | Diplomat Executive Ballpoint Pen Set (5-piece), Matte Black, with Engraved Malaysia National Emblem | DIP-BP-5510-MB | 200 | 128.00 | 25,600.00 |
| 03 | Diplomat Hard-Side Diplomatic Luggage, 75cm, TSA Lock, Charcoal Grey (for official travel from Kuala Lumpur International Airport) | DIP-LG-7500-CG | 80 | 1,850.00 | 148,000.00 |
| 04 | Diplomat Leather Document Portfolio, A4, Cognac Brown, with Malaysia Flag Embroidery (for treaty and agreement handling) | DIP-DO-0401-CB | 120 | 320.00 | 38,400.00 |
| 05 | Diplomat Premium Briefcase, Full-Grain Leather, Black, with Internal Laptop Compartment (for Kuala Lumpur ministerial meetings) | DIP-BF-1100-BK | 60 | 975.00 | 58,500.00 |
| 06 | Diplomat Notepad & Pen Set, A5, with Malaysia Independence Day (Hari Merdeka) Special Edition Cover | DIP-NS-0505-HM | 300 | 89.00 | 26,700.00 |
| 07 | Diplomat Travel Document Organizer, RFID-Protected, Navy Blue (for passports and diplomatic credentials) | DIP-TO-0701-NB | 100 | 215.00 | 21,500.00 |
| 08 | Diplomat Desk Set (Pen Holder, Letter Opener, Paper Clip Tray), Brass & Walnut Wood, for Kuala Lumpur chancery offices | DIP-DS-0801-BW | 40 | 540.00 | 21,600.00 |
| Subtotal | 413,050.00 |
| Sales Tax (SST) @ 10% | 41,305.00 |
| Delivery & Handling (within Kuala Lumpur) | 3,200.00 |
| Customs & Import Duty (if applicable) | 0.00 |
| GRAND TOTAL (MYR) | 457,555.00 |
- Delivery Location: Federal Diplomatic Services Bureau, Level 12, Wisma Persekutuan, Jalan Duta, 50480 Kuala Lumpur, Malaysia. All Diplomat products shall be delivered to the designated receiving dock at the rear entrance of the building.
- Delivery Window: Within fourteen (14) calendar days from the date of this Purchase Order, no later than 28 June 2025. Delivery must be completed between 09:00 and 16:00 Malaysia Time (MYT, UTC+8) on business days.
- Incoterms: DDP (Delivered Duty Paid) Kuala Lumpur. The seller, Diplomat International Trading Sdn. Bhd., assumes full responsibility for transportation, insurance, and any applicable duties until the goods are physically received at the buyer's Kuala Lumpur premises.
- Partial Deliveries: Permitted only with prior written consent from the buyer. Each partial delivery must be accompanied by a separate delivery note referencing this Purchase Order number PO-ML-2025-04782.
- Packaging Requirements: All Diplomat items must be individually boxed in original manufacturer packaging with protective foam inserts. Luggage items (Item No. 03) must be wrapped in moisture-proof polyethylene suitable for the tropical climate of Kuala Lumpur.
- Payment Method: Bank transfer to the seller's designated account at Maybank Berhad, Kuala Lumpur branch. Account details to be confirmed in writing prior to the first payment.
- Payment Schedule: 30% advance payment (MYR 137,266.50) within five (5) business days of Purchase Order acceptance. The remaining 70% (MYR 320,288.50) shall be paid within thirty (30) days of confirmed delivery and acceptance of all Diplomat goods at the Kuala Lumpur receiving facility.
- Invoice Requirements: The seller must issue a tax invoice compliant with the Inland Revenue Board of Malaysia (LHDN) regulations, including the seller's TIN, the buyer's TIN, and the SST registration number. All invoices must be denominated in Malaysian Ringgit (MYR).
- Late Payment Penalty: A penalty of 2% per month on any overdue balance shall apply, in accordance with Malaysian commercial practice.
- All Diplomat products must conform to the specifications and quality standards outlined in the attached product catalog (Ref: DIP-CAT-2025-ML). Each item must bear the authentic Diplomat brand mark and carry a certificate of authenticity.
- The buyer reserves the right to inspect and test up to 10% of the delivered quantity upon arrival in Kuala Lumpur. Any items found defective, damaged in transit, or not conforming to the Diplomat brand specifications shall be rejected and replaced at the seller's sole cost within ten (10) business days.
- A warranty period of twenty-four (24) months from the date of delivery applies to all Diplomat products under this Purchase Order, covering manufacturing defects in materials and workmanship.
- This Purchase Order is governed by and shall be construed in accordance with the laws of Malaysia. Any disputes arising from this Purchase Order shall be subject to the exclusive jurisdiction of the courts of Kuala Lumpur, Malaysia.
- The seller warrants that all Diplomat products supplied under this order are free from any intellectual property claims and are authorized for sale within the territory of Malaysia.
- Neither party may assign or transfer this Purchase Order without the prior written consent of the other party.
- This Purchase Order constitutes the entire agreement between the parties with respect to the procurement of Diplomat products for the Malaysia Kuala Lumpur operations and supersedes all prior negotiations, representations, or agreements.
- Any amendments or modifications to this Purchase Order must be made in writing and signed by authorized representatives of both parties.
- The seller shall maintain adequate product liability insurance covering all Diplomat goods in transit and in storage within Kuala Lumpur for the duration of this Purchase Order.
For and on behalf of the Buyer:
Federal Diplomatic Services Bureau, Kuala Lumpur
Title: Senior Procurement Officer
Signature: _________________________
Date: _________________________
For and on behalf of the Seller:
Diplomat International Trading Sdn. Bhd., Kuala Lumpur
Title: Regional Sales Director
Signature: _________________________
Date: _________________________ ⬇️ Download as DOCX Edit online as DOCX
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