Free Purchase Order Template
Create a purchase order you can send today
Create a professional purchase order in minutes with this free purchase order template.
Download a PDF, print, or email to your vendor.
What is a purchase order?
A purchase order (PO) is a document you send to a vendor to request goods or services. It lists what you want to buy, how many you need, and what you expect to pay.
- Keep orders clear for vendors
- Track what you ordered and what you owe
- Reduce mistakes with prices and quantities
- Keep a clean record for later
Examples of purchase order templates
Whether you run a machine shop, manage snow removal jobs, or buy materials for a construction project, you can create purchase orders that look professional and include the details your vendor needs.
Why use a purchase order template?
A good template saves time and keeps your records clean. It also helps you avoid confusion with vendors.
- Track orders and spending in one place
- Set clear terms with vendors
- Keep proof of what you agreed on
- Reduce back-and-forth and mistakes
- Match purchase orders with invoices when you pay
What a good purchase order template includes
A simple purchase order template should include these sections:
- Your business details (name, address, contact)
- Vendor details
- PO number and date
- Item list (description, quantity, unit price)
- Total cost
- Delivery date and method
- Payment terms
- Notes or special instructions
- Authorized signature
Ready to get started? Create your purchase order now and send it to your vendor in minutes.
Types of Purchase Order Template
Choose a purchase order template that fits how you work. Docelf gives you flexible formats and ready-to-use templates for different business needs.
By File Format
Pick a format based on how you create and send your purchase orders.
- Word Purchase Order Template
- Google Docs Purchase Order Template
- Excel Purchase Order Template
- Google Sheets Purchase Order Template
- PDF Purchase Order Template
By Style and Usability
These templates focus on layout and ease of use so your purchase orders stay clear and professional.
- Blank Purchase Order Template
- Simple Purchase Order Template
- Professional Purchase Order Template
- Editable Purchase Order Template
By Business Use Case
Use a template designed for your type of work with the right fields already included.
- Contractor Purchase Order Template
- Service Purchase Order Template
- Product Purchase Order Template
- Construction Purchase Order Template
By Business Type
Simple, flexible templates that work well for small and growing businesses.
Advanced & Management
Templates and solutions for more advanced purchasing workflows and business systems.
- Online Purchase Order
- QuickBooks Purchase Order Alternative
- Blanket Purchase Order Template
- Purchase Order Form
- Purchase Order Software
- Purchase Order Management System
- Create your purchase order in a few clicks
- Download as PDF, email or print your PO
- Keep a digital record of every order you send
- See when your vendor opens your purchase order
- Keep your orders organized and easy to find
How to Create a Purchase Order
Filling out a purchase order template is quick and simple. Follow these steps and you’ll have a clear, professional purchase order ready to send to your vendor.
1. Add your business details
Enter your business name, address, email, and phone number. This shows your vendor who placed the order and where to deliver the goods or services.
2. Add your logo
Add your logo so your purchase order looks professional and your vendor can recognize it right away.
3. Enter purchase order details
Fill in the main purchase order details:
- PO number: Use a unique number so you can track the order later.
- PO date: Add the date you send the purchase order.
4. Add vendor details
Include the vendor’s name, address, and contact details so your purchase order reaches the right person.
5. List items or services
Clearly describe what you are ordering:
- Item or service name and description
- Quantity and unit price
- Extra costs such as shipping, handling, or tax
6. Add delivery details
If delivery is going somewhere else, add a separate Ship To address. You can also include delivery instructions, a preferred shipping method, and a delivery contact.
7. Add terms and notes
Add any final details your vendor needs:
- Payment terms: For example, “Net 30” or “Due on delivery”
- Notes: Special instructions, reference numbers, or project codes
When your purchase order is ready, you can download it as a PDF, email it to your vendor, or print it—whatever works best for you.
- Create your purchase order in a few clicks
- Download as PDF, email or print your PO
- Keep a digital record of every order you send
- See when your vendor opens your purchase order
- Keep your orders organized and easy to find
Customize the Purchase Order
Customizing your purchase order template helps you create clear, professional documents that match your brand and make it easy for vendors to process your orders. With Docelf, you can update your purchase order in just a few simple steps.
Use these quick updates to customize your purchase order template and make every order easier to send and approve:
1. Match your brand
- Pick a clean, easy-to-read font that fits your business.
- Choose colors that match your brand and keep the layout easy to scan.
- Add your logo so vendors can recognize your purchase order right away.
2. Use the right currency
- Select the currency your vendor uses — Docelf supports USD, CAD, AUD, EUR, and GBP.
- This keeps your totals clear and avoids confusion.
3. Make it easy to contact you
- Add your email so vendors can confirm details or ask questions.
- Include a phone number for quick follow-ups or delivery updates.
- Use the footer for your website, business ID, or other helpful details.
4. Add order notes
- Include delivery instructions, project codes, or reference numbers.
- Attach specifications, drawings, or terms if needed.
5. Keep it clear and approved
- Add a space for approval or signatures if you need formal confirmation.
- Clear details up front help prevent delays later.
- Create your purchase order in a few clicks
- Download as PDF, email or print your PO
- Keep a digital record of every order you send
- See when your vendor opens your purchase order
- Keep your orders organized and easy to find
Tips for better purchase orders
- Use a unique PO number for each order
- Keep your terms clear and simple
- Double-check prices and quantities
- Save all purchase orders in one place
- Match purchase orders with invoices when you pay
Common questions about purchase orders
What is a purchase order?
A purchase order is a document you send to a vendor to place an order. It lists what you want to buy, how many you need, and the price you agreed on.
Do you need a purchase order for every order?
Not always. Many small businesses use purchase orders for larger orders, repeat orders, or anything that needs clear approval. If you want fewer surprises, a purchase order helps.
What should a purchase order include?
Include your business details, vendor details, a PO number, the order date, item descriptions, quantities, unit prices, totals, delivery details, and payment terms.
What is a PO number?
A PO number is a unique number you assign to a purchase order. You use it to track the order and match it with the invoice later.
Can you email a purchase order to a vendor?
Yes. Many businesses email purchase orders as a PDF. It’s fast, easy to share, and simple to save for your records.
What is the difference between a purchase order and an invoice?
A purchase order starts the order. You send it to the vendor. An invoice comes later. The vendor sends it to you to request payment.
- Create your purchase order in a few clicks
- Download as PDF, email or print your PO
- Keep a digital record of every order you send
- See when your vendor opens your purchase order
- Keep your orders organized and easy to find
