Free Purchase Order Template (PDF, Word & Excel)
A purchase order is the document a buyer sends a seller to place an order: what's being bought, how many, at what price, and when it's needed. It's written before anything ships or any work starts — which makes it the mirror image of an invoice, where the seller asks the buyer to pay. This free purchase order template gives you both layouts that actually get used: a standard one-off order, and a blanket PO for repeat ordering against agreed terms. Download it blank in PDF, Word or Excel, fill it in, and send it. No sign-up, no email, no watermark.
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
Use the buyer in From and the vendor in To. Include the PO number, dates, delivery details, item descriptions, quantities, agreed prices, terms, and approval.
A filled-in purchase order, line by line
Here is a completed purchase order from a café fit-out — three line items, a hand-entered tax line, and a total that adds up on its face:
| 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 (entered) | $65.46 |
| Total | $858.96 |
| Terms | Net 30 from delivery |
| Approved by | M. Larkspur, Owner (signature) |
The line items are the contract's working parts: 12 tabletops at $38.00 each is $456.00, and if only 10 arrive, everyone can see from this paper what 2 missing tabletops are worth. The tax line is a number someone typed in, not a formula — you enter the amount that applies to your order and your location, and the PO simply records it. And the PO number at the top is the thread every later document will hang on: the vendor's confirmation, the packing slip, and the invoice should all quote PO-2071.
When the delivery doesn't match the PO
Check the delivery against the PO's item lines, not against memory. Where your process uses all three records, compare what the purchase order says was ordered, what the packing slip says was shipped, and what the invoice says is charged under the same PO number. If Ironquay delivers 10 tabletops instead of 12, record the line-level difference and ask the buyer or vendor to clarify the delivery and invoice treatment under the agreed terms. Quote the PO number and line number on the delivery paperwork so the records can be reconciled.
If you're the vendor receiving a purchase order
Check the prices, quantities and terms against what you quoted, and resolve differences with the buyer before you confirm or ship. If the buyer asks, carry the PO number onto the order confirmation, packing slip and invoice so their records can be matched. The effect of confirmation, acceptance and payment requirements depends 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.