A purchase order (PO) is the document a buyer sends a supplier to order goods or services at an agreed price. Once the supplier accepts it, it works as a binding order, and later it lets you match the supplier’s invoice and the delivery against what you actually ordered. Small businesses, procurement teams and contractors use POs to control spending and keep a paper trail.

Below are 30+ free purchase order templates: 18 in Word and 14 as an Excel purchase order template with built-in totals. You’ll find a basic blank PO template, an international purchase order, a purchase order invoice and versions for routine supplies. Each has room for the PO number, vendor details, item list, prices, delivery date and payment terms.

Pick an Excel version if you want quantities and totals to calculate themselves, or a Word version if you mainly need a clean printable form. Number every PO in sequence so you can match it to its invoice.

Before placing an order, see our request for quotation templates to compare suppliers. When the goods arrive, our packing slip templates help you check the delivery.

Purchase Order Templates

Company’s Purchase Order Template

File Format: MS Word
File Size: 32kb

Company’s Simple Purchase Order

File Format: MS Word
File Size: 58kb

Purchase Order Blank Format

File Format: MS Word
File Size: 48kb

Stylish Purchase Order Template

File Format: MS Word
File Size: 17kb

International Purchase Order Template

File Format: MS Excel
File Size: 14kb

Purchase Order Invoice Template

File Format: MS Excel
File Size: 16kb

Unique Purchase Order Template

File Format: MS Excel
File Size: 15kb

Routine Purchase Order Template

File Format: MS Excel
File Size: 21kb

Company’s Simple Purchase Order Template

File Format: MS Excel
File Size: 15kb

Sample Purchase Order

File Format: MS Excel
File Size: 20kb

Client’s Purchase Order Template

File Format: MS Excel
File Size: 37kb

Cool Looking Purchase Order Template

File Format: MS Excel
File Size: 18kb

Important Elements of a Purchase Order

Following are some of the important elements of a formal purchase order:

Both parties (buyers and sellers) should know who is and will be involved in every purchase.
Every purchase order should clearly show a purchase order number. This reference number is used to cross-check purchases with the relevant purchase order(s) and, ultimately, with the goods delivered. It minimizes the risk of incorrect payments.
It should clearly indicate the date on which the order was actually made.
It should contain correct information, such as the address and contact details, so that the goods are delivered to the right place.
A purchase order must be prepared with due diligence. Check that no item is wrongly included in or left out of the P.O.
The purchase order should properly state the amount of purchases, the tax calculation, any discounts offered by the supplier and all other relevant information.

Other Purchase Order Templates

Items Purchase Order Template

File Format: MS Excel
File Size: 12kb

Elegant Purchase Order Template

File Format: MS Excel
File Size: 14kb

Company’s Purchase Order Template

File Format: MS Excel
File Size: 14kb

Formal Purchase Order Template

File Format: MS Excel
File Size: 19kb

Product’s Purchase Order Template

File Format: MS Excel
File Size: 21kb

Attractive Purchase Order Template

File Format: MS Excel
File Size: 15kb

Company’s Standard Purchase Order Template

File Format: MS Word
File Size: 51kb

Professional Purchase Order Template

File Format: MS Word
File Size: 38kb

Company’s Purchase Order Template

File Format: MS Word
File Size: 46kb

Blank Purchase Order Template

File Format: MS Word
File Size: 4kb

Benefits of Purchase Orders

Here are some of the key benefits of using purchase orders:

The most important benefit is that a purchase order helps to avoid duplicate orders.
Matching invoices for similar products can be difficult. A purchase order therefore helps to check which invoices are to be paid.
Purchase orders help a great deal in keeping proper track of orders. What has been ordered, and from whom, can easily be verified with a P.O.
A purchase order serves as a contract and provides legal protection to both the seller and the buyer. It helps to avoid future disputes between the parties.
A purchase order can be a great help to a company during both internal and external audits. It keeps proper records of purchase transactions that the auditor may need in order to apply different audit procedures.
A well organised and effective purchase order system benefits the business in managing the inventory and simplifying shipping process.
A formal purchase order includes clear instructions and ensures effective communication between the buyer and the supplier. It also makes things easier for suppliers.

More Purchase Order Templates

Usual Purchase Order Template

File Format: MS Word
File Size: 35kb

Simple Purchase Order Template

File Format: MS Word
File Size: 33kb

Local Purchase Order Template

File Format: MS Word
File Size: 16kb

Official Purchase Order Template

File Format: MS Word
File Size: 15kb

Sample Purchase Order

File Format: MS Word
File Size: 6kb

Non-Profit Organization Purchase Order

File Format: MS Word
File Size: 15kb

Standard Purchase Order Template

File Format: MS Word
File Size: 53kb

Fancy Purchase Order Template

File Format: MS Word
File Size: 18kb

Informative Purchase Order Template

File Format: MS Word
File Size: 45kb

Attractive Purchase Order Template

File Format: MS Word
File Size: 34kb

Preparing a Purchase Order Before Dispatch

Choose a purchase order that identifies exactly what is being authorized. Keep the order reference consistent across supplier confirmation, delivery and invoicing. For additional Word-compatible order layouts, compare WordNExcelTemplates’ purchase order templates and retain the same item, delivery and approval details.

Confirm supplier, delivery location and the person authorized to place the order.
Specify item codes, quantities, agreed prices and relevant specifications.
Record delivery and payment arrangements, then obtain the required approval.

Worked Example

Example: an order for 20 chairs should specify the model, finish and delivery address, not merely “office furniture.” If assembly is included, say so. The supplier’s confirmation can then be checked against the same details before the goods are dispatched.

Common Mistakes to Avoid

Avoid treating an unapproved draft as an order. Check substitutions, freight and tax assumptions so the invoice can be reconciled later.

Related Templates

Frequently Asked Questions

Is a purchase order an invoice?

No. It records an order or purchasing authorization; an invoice requests payment. Their references should connect so quantities and prices can be checked.

What if the supplier proposes a substitution?

Confirm the change through the appropriate approval process and keep a record. Do not rely on an informal substitution that leaves the order and invoice inconsistent.