Template
Purchase order templates
A purchase order is a written request from a buyer to a supplier for goods or services at an agreed price.
Download the template
Download everything
Blank and worked example, in Word and PDF, in one ZIP file (431 KB).
How to use it
- Download the Word or PDF version and save a master copy.
- Give the order a unique PO number and add the order date and the date you need delivery.
- Fill in the buyer and supplier details and where the goods should go.
- List each item with its code, quantity and agreed unit price, then add the totals.
- Sign it, send it to the supplier and keep a copy to check against the delivery and the invoice.
About this template
It gives both sides a reference number to quote on deliveries and invoices, which makes mismatches easier to spot. This free template has boxes for the order number and dates, buyer and supplier details, a delivery instruction, an item table with codes, quantities and prices, and an authorisation line. Download it as Word to complete on screen or as a PDF to print. A filled-in example for a fictional cafe and supplier shows how a finished order reads.
Questions
What is a purchase order used for?
It records exactly what you have asked a supplier to provide and at what price. When the invoice arrives you can compare it with the order.
Is a purchase order a contract?
That depends on the terms agreed between you and the supplier. This template is not legal advice. Agree terms and conditions separately and take advice if you need it.
Should the PO number appear on the invoice?
It is good practice to ask your supplier to quote it. That makes matching invoices to orders much quicker.
Can I add more rows?
Yes. The Word version is editable, so you can add rows or change the column headings to suit your orders.
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