Purchase Order Template
Purchase Order
11 sections · 36 fields to fill · free, nothing uploaded
PURCHASE ORDER
PO Number:
Date:
Required Delivery Date:
BUYER INFORMATION
Company Name:
Department:
Contact Name:
Address:
Phone:
Email:
VENDOR/SUPPLIER INFORMATION
Company Name:
Contact Name:
Address:
Phone:
Email:
Vendor Number:
SHIPPING INFORMATION
Ship To:
Shipping Method:
Requested Delivery Date:
Bill To:
ORDER DETAILS
| Item Code | Description | Quantity | Unit Price | Total | |-----------|-------------|----------|------------|-------| | | | | | | | | | | | | | | | | | |
Subtotal:
Tax (%):
Shipping/Freight:
Other Charges:
TOTAL PURCHASE ORDER:
PAYMENT TERMS
Terms:
Payment Method:
DELIVERY INSTRUCTIONS
- Delivery must be made by
- Delivery hours:
- Special instructions:
- Contact for delivery:
TERMS AND CONDITIONS
1. Acceptance: This Purchase Order must be acknowledged within days 2. Delivery: Goods must be delivered by the specified date 3. Quality: All items must meet specifications and be in good condition 4. Invoicing: Submit invoice upon delivery with PO number 5. Returns: Defective or incorrect items may be returned 6. Warranty: Standard warranty terms apply 7. Cancellation: Buyer reserves right to cancel if delivery is late 8. Partial Shipments: without prior approval
SPECIFICATIONS
SPECIAL INSTRUCTIONS
APPROVALS
Prepared By:
Name:
Signature: _______________________
Date: _______________________
Approved By:
Name:
Title:
Signature: _______________________
Date: _______________________
Budget Code:
Account Number:
VENDOR ACCEPTANCE:
I acknowledge receipt of this Purchase Order and agree to the terms and conditions.
Signature: _______________________
Name:
Title:
Date: _______________________
Please reference PO Number on all correspondence, packing slips, and invoices.
Questions? Contact at or
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What is a Purchase Order?
A Purchase Order is a financial document used when money is being lent, owed, paid, guaranteed or invested and both sides need the terms recorded. In short: goods purchase authorization.
It is typically signed by lenders, borrowers, freelancers, small businesses and anyone settling a debt. Money documents are enforceable when the amount, the schedule and the consequence of non-payment are unambiguous. Most disputes come down to a figure that was never written down or a due date that was left implied.
When you need one
- You are about to goods purchase authorization and want the terms recorded before anyone relies on them.
- The other side has proposed a purchase order and you want to see what a balanced version looks like first.
- A previous arrangement was verbal, and something has now happened that makes writing it down urgent.
- You need a starting point you can adapt rather than a blank page — the structure matters more than the prose.
What this Purchase Order template includes
The template is structured around 11 sections. Each one exists for a reason — if you delete one, delete it deliberately.
- 01Buyer Information
- 02Vendor/Supplier Information
- 03Shipping Information
- 04Order Details
- 05Total Purchase Order: [Total Amount]
- 06Payment Terms
- 07Delivery Instructions
- 08Terms And Conditions
- 09Specifications
- 10Special Instructions
- 11Approvals
Information you will need
Gather these before you start. Every one of them appears in the finished document, and a missing value is the most common reason a self-drafted purchase order fails to do its job.
- Buyer
- Purchasing company
- Seller
- Vendor company
- Items
- Items to purchase
- Quantity
- Number of items
- Unit Price
- Price per unit
- Delivery Date
- Expected delivery
How to write a Purchase Order
- 1
Read the full template
Read the complete Purchase Order on this page before you use it, so you know what every clause commits you to.
- 2
Gather your details
Collect the names, addresses, dates and amounts listed in the "What you will need" section — every square-bracketed placeholder needs a real value.
- 3
Fill in the blanks on this page
Type your answers into the form beside the template and they are written into every clause that uses them as you go. Nothing is uploaded — the document is assembled inside your own browser.
- 4
Download the finished document
Download your completed Purchase Order as a PDF or an editable Word file, or copy the text. There is no signup and no watermark.
- 5
Sign and store it
Sign it — electronically with the free Sign PDF tool, or in ink where the document type requires it — and give every party a copy.
Mistakes to avoid
No repayment schedule
State the amounts, the dates and the method. "When he can" is not a term a court can enforce.
Ignoring interest-rate limits
Most jurisdictions cap interest on private loans. Exceeding the cap can render the interest — occasionally the whole debt — unenforceable.
No default clause
Say what counts as default, whether the balance becomes immediately payable, and who pays collection costs.
Lending to family on a handshake
The relationships most likely to produce an undocumented loan are exactly the ones most damaged when it goes wrong.
Jurisdiction note. Consumer credit, usury and debt-collection rules are local and strictly enforced. Regulated lending needs professional advice; so does anything secured against a home. This template is general-purpose information, not legal advice.
Purchase Order FAQs
Is this Purchase Order template free to download?
Yes. The complete text is published on this page — no email required. Fill in the blanks on the page, then copy it or download it as a PDF, Word (.docx) or plain-text file. There is no watermark and no usage limit.
Can I fill in this Purchase Order template online?
Yes. Every square-bracketed blank in the template above is an editable field. Type your answer once and it is written into every clause that uses it, and the document beside the form updates as you type. When you are done, download the completed PDF or Word file. It all runs inside your browser — the document is never uploaded, and your answers are saved only in this browser so you can come back and finish later.
What information do I need to complete a Purchase Order?
At minimum: buyer, seller, items, quantity. The form on this page lists every blank the document contains and counts how many are still empty. Every placeholder in [square brackets] needs replacing before the document is signed — an unfilled bracket is the most common defect in a self-drafted document.
What should a Purchase Order include?
This template is structured around 11 sections: buyer information, vendor/supplier information, shipping information, order details, total purchase order: [total amount] and others. Those are the provisions that make the document do its job; anything you delete, delete deliberately.
Is a Purchase Order legally binding?
Money documents are enforceable when the amount, the schedule and the consequence of non-payment are unambiguous. Most disputes come down to a figure that was never written down or a due date that was left implied. Consumer credit, usury and debt-collection rules are local and strictly enforced. Regulated lending needs professional advice; so does anything secured against a home.
Can I edit this Purchase Order template?
Yes, in three ways. Fill in the blanks on this page and download the result; or download the Word version and rewrite it in Word, Pages or Google Docs; or open it in the LegalDraft AI app, where the AI can rewrite any individual clause to be stricter, simpler or more balanced and review the finished document for risk before you sign.
Do I need a lawyer for a Purchase Order?
Consumer credit, usury and debt-collection rules are local and strictly enforced. Regulated lending needs professional advice; so does anything secured against a home. For routine, low-value arrangements a carefully completed template is usually proportionate. The larger the sum, the more one-sided the terms, or the more the document depends on local statute, the stronger the case for professional review.
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