Purchase Order Format
A purchase order turns an agreement into an instruction. This PO template captures line items, prices, delivery terms, and payment conditions in one clean document.
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When and how to use this letter
Issue the purchase order as soon as the quotation is accepted and internal approval is complete. Email the signed PO to the supplier and request written confirmation of acceptance and the delivery date.
Be exact and transactional in tone. A PO is an instruction, not a negotiation, so every field should be final: item descriptions, quantities, unit prices, taxes, delivery address, and delivery date. Attach specifications for custom items.
Include what to avoid: do not issue a PO with TBD prices or quantities; incomplete POs cause more disputes than any other procurement document. Do not skip the PO number sequence, which your accounts team needs for matching invoices. Avoid verbal changes after issue; every change needs a written amendment.
What happens next: the supplier confirms acceptance, delivers against the PO, and invoices referencing the PO number. Your team matches the invoice to the PO and the goods receipt before paying. A practical tip: always print the supplier's confirmation and staple it to your PO copy. When a delivery goes wrong, the first question is always what was confirmed, and this answers it in seconds. Also share a copy of the confirmed PO with your accounts team immediately, so invoice matching and payment run without delays when the goods arrive.
Frequently asked questions
Is a purchase order a binding contract?
How do I change a purchase order after sending it?
How long should a PO stay valid?
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