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Purchase Order template

A purchase order (PO) is a buyer's formal request to a supplier to deliver specific goods or services at agreed prices and terms. Once the supplier accepts it, it becomes a binding order.

A purchase order is a buyer's formal request to a supplier for specific goods or services at agreed prices and terms. You need one when you want a clear, numbered record of what you ordered before the supplier ships and invoices, which makes checking deliveries and matching invoices much easier.

Use this template — sign onlineOpens as a ready-to-send document with signature fields placed.
Replace everything in [BRACKETS], export to PDF, then send it for signature.

1. Purchase Order Details

Purchase Order Number: [PO NUMBER] PO Date: [PO DATE] Requested by: [REQUESTER NAME, DEPARTMENT] [OPTIONAL: Reference / Quote Number: QUOTE NUMBER]

2. Buyer

[BUYER COMPANY NAME] [BUYER ADDRESS] [BUYER CONTACT NAME, EMAIL, PHONE] [TAX / VAT ID]

3. Supplier

[SUPPLIER COMPANY NAME] [SUPPLIER ADDRESS] [SUPPLIER CONTACT NAME, EMAIL, PHONE] [SUPPLIER TAX / VAT ID]

4. Ship To and Delivery

Ship to: [DELIVERY ADDRESS] Delivery date required: [DELIVERY DATE] Shipping method: [SHIPPING METHOD] Shipping terms: [SHIPPING TERMS, e.g. supplier pays freight / INCOTERM AND PLACE]

5. Items Ordered

Item 1: [ITEM NUMBER / SKU] — [DESCRIPTION] — Quantity: [QTY] — Unit price: [UNIT PRICE] — Line total: [LINE TOTAL] Item 2: [ITEM NUMBER / SKU] — [DESCRIPTION] — Quantity: [QTY] — Unit price: [UNIT PRICE] — Line total: [LINE TOTAL] Item 3: [ITEM NUMBER / SKU] — [DESCRIPTION] — Quantity: [QTY] — Unit price: [UNIT PRICE] — Line total: [LINE TOTAL] [ADD LINES AS NEEDED]

6. Totals

Subtotal: [SUBTOTAL] Discount: [DISCOUNT] Tax ([TAX RATE]%): [TAX AMOUNT] Shipping: [SHIPPING COST] Total: [TOTAL AMOUNT AND CURRENCY]

7. Payment Terms

Payment is due [PAYMENT TERMS, e.g. thirty (30) days] after receipt of a correct invoice and of the goods or services. Invoices must quote the PO number above and be sent to [ACCOUNTS PAYABLE EMAIL]. Invoices without a valid PO number may be returned.

8. Terms and Conditions

(a) Acceptance: This PO becomes binding when the Supplier signs it or begins performance. (b) Changes: No changes to price, quantity, or delivery are valid unless agreed in writing by the Buyer. (c) Inspection: The Buyer may inspect goods on delivery and reject non-conforming goods within [INSPECTION PERIOD] days. (d) Title and risk: Title and risk pass to the Buyer on delivery to the ship-to address, unless the shipping terms state otherwise. (e) Warranty: The Supplier warrants that goods are new, free from defects, and conform to the description. (f) Cancellation: The Buyer may cancel any undelivered part of this order if delivery is more than [DAYS] days late. (g) Governing law: This PO is governed by the laws of [GOVERNING LAW JURISDICTION]. [OPTIONAL: This PO is subject to the Buyer's standard terms at LINK OR ATTACHMENT, which prevail over any conflicting Supplier terms.]

9. Authorization and Supplier Acceptance

This purchase order may be signed electronically, and electronic signatures have the same effect as handwritten signatures. AUTHORIZED BY (BUYER): [BUYER COMPANY NAME] Signature: ____________________ Name: [APPROVER NAME] Title: [APPROVER TITLE] Date: [DATE] ACCEPTED BY (SUPPLIER): [SUPPLIER COMPANY NAME] Signature: ____________________ Name: [SIGNATORY NAME] Title: [SIGNATORY TITLE] Date: [DATE] Confirmed delivery date: [CONFIRMED DELIVERY DATE]

Our take: Our take: a PO is only as useful as its numbering. Give every order a unique number and insist that it appears on the supplier's invoice; otherwise matching payments at month end becomes guesswork. For small, occasional purchases a PO is overkill, and an email confirmation will do. It earns its keep when you order regularly, have more than one person approving spend, or buy on credit terms. The clause buyers forget is what happens with partial or late deliveries. If you are the seller confirming a price, a quote acceptance is the mirror image of this document.

When should you use a purchase order?

  • When ordering goods, materials, or services from a supplier
  • When your finance team needs an approved PO before an invoice can be paid
  • When you want prices, quantities, and delivery dates confirmed in writing
  • When you need the supplier's signed acceptance of the order

How do you fill in this template?

  1. Assign a unique PO number and enter the date, requester, and any supplier quote reference. Recurring orders can be saved as a template so only the lines change.
  2. Fill in the buyer, supplier, and ship-to details, the required delivery date, and shipping terms.
  3. List each item with SKU, description, quantity, and unit price, then calculate the totals.
  4. Set the payment terms and review the terms and conditions, including governing law.
  5. Have your approver sign, then send the PO to the supplier through eSignSimple so they can accept it by e-signature without an account.

How do you get it signed online?

  1. Save it as Word or PDF. Paste the filled-in text into Word or Google Docs and keep it as a .docx file, or export it as a PDF. eSignSimple accepts both, plus DOC, ODT and RTF, up to 25 MB; Word files are converted to PDF on upload.
  2. Upload and place the fields. Sign up with Google, upload the file and drag signature, initials, date and text fields onto the page for each signer. Set a signing order if one party must sign first.
  3. Send it for signature. Each signer gets a private link and signs in the browser without creating an account. Automatic email reminders go out every three days (up to three) until everyone has signed.
  4. Keep the signed copy. When the last person signs, everyone can download the final PDF with a certificate of completion, an audit trail and a SHA-256 fingerprint you can verify later.

Signing on your own device only? The guide to signing a PDF covers the free built-in options, and the security page explains how signed files are stored and verified.

This template is general information, not legal advice. Laws differ by country and state; have a lawyer review contracts with high stakes.

Written by Buğra Sözeri, founder and editor, eSignSimple · Last reviewed

Buğra builds eSignSimple and writes and maintains its guides. He researches each legal page against the official texts linked on it and updates pages when the law or the product changes. He is not a lawyer, and nothing here is legal advice. About eSignSimple

Frequently asked questions

What is the difference between a purchase order and an invoice?

A purchase order is sent by the buyer to request goods or services before delivery. An invoice is sent by the seller after delivery to request payment, usually quoting the PO number.

Is a purchase order a legally binding contract?

A PO is generally an offer to buy. It usually becomes binding once the supplier accepts it, for example by signing it or starting to fulfil the order.

What should a purchase order include?

A PO number and date, buyer and supplier details, item descriptions, quantities, prices, totals, delivery address and date, payment terms, and an authorized signature.

Can suppliers accept a purchase order electronically?

Yes. With eSignSimple, suppliers can review and sign the PO online without an account, and each signature is logged with a timestamp and IP address.

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