Free Word Purchase Order Template
Edit order details without rebuilding the layout.
Add your items to an online purchase order with the layout already set up. Send a clear, professional order that makes it easy for your vendor to fill it correctly.
Prefer to work in Word? Use a free DOCX template below.
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Create a professional purchase order. Send it. Get back to work.
Download Free Word Purchase Order Templates
Choose the layout closest to your order, download the DOCX file, and save a separate working copy before you begin editing.
How to Create a Purchase Order in Word
Download the DOCX and save a separate copy for this order. The illustration shows Docelf’s online layout; your chosen Word template may arrange the fields differently.
When the order is complete, review the page, then save a PDF or print a copy. Keep the editable Word file too.
- Your Business: Replace the sample business name and contact details with your own.
- Your Logo: Add your logo if you use one.
- The Vendor: Replace the sample vendor details with the details for this order.
- Number and Date: Add a unique PO number and order date.
- List the Purchase: Enter each item with its description, quantity, unit price, and line amount. Include charged delivery as an item.
- Check the Totals: Multiply quantities by prices, add the line amounts, then check any discount, tax, and the order total.
- Delivery and Terms: Add the delivery address and requested delivery date. Use the notes area for the job number, payment terms, and instructions.
Check the Details Your Vendor Will Use
A purchase order tells the vendor what to supply and where it should go. Before you send it, check these details against the price and delivery arrangements you agreed:
- Your business and vendor contact details, a unique PO number, and the order date
- Specific product or service descriptions, including sizes, models, or units where useful
- Quantities, unit prices, line amounts, and the checked order total
- The ship-to address or service location and requested delivery date
- Agreed payment terms, project references, and any required approval details
Give a separately charged shipping or delivery service its own item row so it contributes to the subtotal. Keep instructions about where and when to deliver with the order details.
Calculate the Line Amounts and Order Total
Give each product or service its own row in the Word table. A description such as “40-liter storage box” tells the vendor more than “supplies” and makes the delivered order easier to check.
This fictional storage-supply order uses US dollars and an illustrative 8% tax on all three charges, including delivery.
| QTY | Description | Unit Price | Amount |
|---|---|---|---|
| 6 | Storage boxes — 40-liter | $12.50 | $75.00 |
| 2 | Box label packs — 25 labels per pack | $4.00 | $8.00 |
| 1 | Delivery to the office | $15.00 | $15.00 |
| Subtotal | $98.00 | |
| Sales Tax (8% illustrative) | $7.84 | |
| Order Total | $105.84 |
Multiply each quantity by its unit price, then add the three line amounts for the $98.00 subtotal. The example adds $7.84 in tax, giving an order total of $105.84. Use the prices and tax treatment that apply to your order.
Add Instructions That Belong With This Order
Use the space for notes or terms in your Word file to explain delivery and agreed payment details. If you use Docelf instead, enter those instructions in Notes. This sample goes with the storage supplies above; keep only instructions that fit your order.
Example: Notes
- PO-105: deliver the boxes and label packs to [Ship-to Address] on [Delivery Date].
- Please call [Name and Phone] before arrival so someone can receive the order.
- Include PO-105 on the delivery paperwork and your invoice.
Create Your Next Order Online
Reuse your vendor and item details in Docelf. The totals update as you edit. Check the order, then email it or download a PDF.
Keep Your Word Purchase Order Easy to Edit
Save the Master First
Keep one untouched template. Create a new file for every purchase order instead of overwriting the original.
Add Rows Inside the Table
Click in an item row, open Table Layout, and choose Insert Above or Insert Below. Keep the existing row formatting; pasted text can change fonts and spacing.
Watch Page Breaks
Long descriptions can push totals or terms onto a second page. Check Print Preview and the saved PDF before you send the PO.
Calculate Outside Word
Use a calculator or spreadsheet for long item lists, then enter the checked amounts into Word.
Word or an Online Purchase Order?
Word gives you an editable file and control over the wording and layout. Docelf handles line amounts and totals, saves vendor and item details for reuse, and keeps purchase orders with your other business documents.
If that suits your next order, create a purchase order online with Docelf. You can email it directly, print it, or download a PDF. The document history shows when an emailed order is delivered and opened; it does not track the shipment.
Keep the Sent Order for Invoice Matching
Keep the PDF you sent and any later changes agreed with the vendor. When the order arrives, compare it with the items and quantities on the PO. Use the PO number to match the vendor’s invoice, then check the invoiced prices before paying.
Other Purchase Order File Formats
Choose the tool that best fits the way you edit, calculate, share, and send the order.
Word Purchase Order Template FAQs
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Is there a free Word purchase order template?
Yes. You can download the Word purchase order templates on this page and edit the DOCX files for your business.
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How do I calculate totals in a Word purchase order?
Multiply each quantity by its unit price, then add the line amounts for the subtotal. Include delivery as an item and account for any discount and tax. Check the final total after each edit; do not assume the Word file recalculates it.
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Can I add my logo to the Word template?
Yes. Replace the sample logo area or insert your logo, then adjust its size so the business and vendor details remain easy to read.
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How do I turn the Word purchase order into a PDF?
In desktop Word, use Save As or Save a Copy and select PDF. In Word for the web, choose File, Export, then Download as PDF. Review the saved PDF before sending to check the tables, totals, and page breaks.
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Should I use Word or Excel for a purchase order?
Use Word when you want a document-style layout and more control over wording. Use Excel when you have longer item lists or want spreadsheet formulas for quantities, prices, tax, and totals.
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Can I email the Word purchase order to a vendor?
Yes. Save the finished purchase order as a PDF and attach it to an email. You can also create and email a purchase order directly from Docelf.
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Is Docelf Microsoft Word software?
No. Docelf is online document software for creating, sending, and organizing business documents. It is not Microsoft Word or accounting software.
