Free template
Free Purchase Order Template (PDF, Word & Excel)
Use the standard layout to record one order with item quantities, agreed prices and a requested delivery date. Use the blanket layout when buyer and vendor have agreed a period, price schedule and ordering limit; keep a separate record of each release. The filled PDF is a worked example, not a purchase agreement for your business. For the document's meaning, see what is a purchase order?; for the buyer-versus-seller comparison, see purchase order vs invoice.
Download the purchase order template
Standard purchase order
One order, specific items and quantities, one requested delivery date. This is the one most people need.
Blanket purchase order
Agreed prices and terms across a period, drawn down as you order. No single delivery date — a validity window and a not-to-exceed amount instead.
Filled purchase order sample
A completed purchase order showing the standard fields in use.
What goes on a purchase order
Work through this practical checklist before sending the file. It is a template-use guide, not a universal procurement policy. Recalculate the totals rather than trusting a copied figure.
For a blanket order, also record its period and limit. Keep a release list with date, reference, amount committed and remaining balance; do not treat the blanket order as permission to exceed the agreed scope.
| Field | Enter | Check before sending |
|---|---|---|
| Buyer / vendor | The ordering business and supplier | Do not reverse the two parties |
| PO number / date | Buyer-issued order reference and issue date | Use the same reference in later correspondence |
| Ship-to / needed-by | Delivery location and requested date | Keep billing and delivery addresses separate if different |
| Items | Description, quantity, unit and agreed unit price | Use a description the vendor can identify |
| Totals | Line amounts, other agreed charges and applicable tax amount | Recalculate rather than trusting a copied total |
| Terms / approval | Agreed terms and internal approval record | Follow the buyer's actual process |
A filled-in purchase order, line by line
This is an illustrative café fit-out order. Names, dates and prices are fictional. Net 30 from delivery is an assumed term in the example, not a recommendation for every order.
| Field | Entry |
|---|---|
| PO number | PO-2071 |
| Date issued | August 4, 2026 |
| Buyer (From) | Larkspur Café Group — 44 Weller St |
| Vendor (To) | Ironquay Fixtures Co. |
| Ship to | Larkspur Café, 210 Dorset Ave |
| Needed by | August 21, 2026 |
| Item 1 | Oak café tabletop, 24 in — 12 × $38.00 = $456.00 |
| Item 2 | Steel hairpin leg set — 5 × $19.50 = $97.50 |
| Item 3 | Counter stool, matte black — 2 × $120.00 = $240.00 |
| Subtotal | $793.50 |
| Tax (if applicable) | — |
| Total before applicable tax | $793.50 |
| Terms | Net 30 from delivery |
| Approved by | M. Larkspur, Owner (signature) |
The line calculations are 12 × $38.00 = $456.00, 5 × $19.50 = $97.50, and 2 × $120.00 = $240.00. The subtotal and total before any applicable tax are $793.50. Enter tax separately when it applies.
When the delivery doesn't match the PO
If 10 tabletops arrive against an order for 12, note the two-item difference, the delivery date and the relevant line. Compare the PO, the delivery note and the supplier invoice, then ask the buyer or vendor to confirm treatment under the agreed terms. Do not silently change the original quantity to make the records match.
If you're the vendor receiving a purchase order
Check prices, quantities and terms against what you quoted, and resolve differences with the buyer before confirming or shipping. For changes, identify the original PO, changed lines and revision date; keep both versions and obtain confirmation under the parties' process. If the buyer asks, carry its PO reference onto related records. Confirmation, acceptance and payment requirements depend on the parties' terms and process.
Frequently asked questions
Who sends a purchase order?
The buyer sends a purchase order to the seller before delivery or work begins.
Is a purchase order an invoice?
No. A purchase order is a buyer request; an invoice is a seller request for payment.
What is a blanket purchase order?
It sets agreed terms for repeat ordering over a period rather than one delivery.
Who approves a purchase order?
It depends on the buyer's internal policy. An owner, manager or other authorised person may approve the PO, but some buyers use another approval record or no signature field at all.
Can a purchase order change after it's sent?
Yes. Use the revision method your buyer and vendor have agreed: for example, a revised PO or a separate written change that references the original number. Keep the earlier version and make the changed lines and date clear so both sides can identify which instructions apply.
Is a purchase order a contract?
Its legal effect depends on the PO terms, any underlying agreement, how the parties accept it, and the law that applies. For a significant order, have the relevant terms reviewed locally rather than relying on a general template answer.