A purchase order email template is a ready-made message for sending a PO to a vendor as a PDF attachment. It lists the PO number, order date, total and delivery details, and asks the vendor to confirm receipt and an expected shipping date.
It is the short covering note that goes out with the PO file. The attachment holds line items, prices and terms, while the email repeats the essentials (order number, date, value and where to deliver) so the supplier can act without opening anything first.
Buyers use one so that every order goes out with the same information in the same order, whoever sends it. That matters if a dispute comes up later, because the email and the vendor's reply are often the clearest record that the order was accepted.
Suppliers use the reverse version, a purchase order confirmation email, to acknowledge the order and commit to price and delivery. Both sides are covered on this page.
Flags a new purchase order and gives the PO number and your company name, so it is easy to find and file.
Addresses the vendor contact by name and points to the attached PO by its number.
PO number, order date, total with currency, requested delivery date and shipping address.
Asks the vendor to confirm receipt, check the items are in stock and give an estimated shipping date.
One line inviting questions, so problems surface before the order ships.
Your name, title, company, phone number and email address.
Ready to use in Word, Google Docs and Text. Fill it in, save it, reuse it.
Someone in the business asks for the purchase, with the supplier, cost and date needed.
The budget owner and, above set limits, finance approve the spend.
Procurement creates the PO with a unique number, line items and terms.
The PO goes to the supplier's order contact as a PDF with the covering email.
The supplier accepts in writing. File the reply with the PO before work starts.
The simplest usable version is three lines: the PO number, what you are ordering with the total, and a request to confirm by a date, with the PO attached as a PDF.
Send the PO to the supplier's order or sales contact, and give them your accounts payable address for the invoice. Keep the body short, because the PO holds the detail and the email only has to make sure nothing important is missed.
Subject: New purchase order: PO [PO Number], [Your Company Name] Dear [Supplier Contact Name], Please find attached purchase order [PO Number] for [Brief Description]. Order details: PO number: [PO Number] Order date: [PO Date] Total: [Currency and Amount], excluding [Tax or Shipping, if applicable] Requested delivery date: [Delivery Date] Shipping address: [Delivery Address] Payment terms: [Payment Terms, e.g. Net 30 from receipt of a valid invoice] Please reply by [Confirmation Date] to confirm that you have received this order, that the items are in stock, and your estimated shipping date. If anything differs from your quote [Quote Number], let us know before you ship. When you invoice, please quote PO number [PO Number] and send the invoice to [AP Email]. This order is subject to the terms and conditions attached to the PO. If you have any questions about this order, I am happy to help. Thank you, [Your Name] [Title] [Your Company Name] [Phone] [Email]
| Part | What goes in it | Check before you send |
|---|---|---|
| Subject line | New purchase order, PO number and your company | The PO number matches the attachment |
| Greeting | Vendor contact by name, PO attached | Sent to the order contact, not accounts |
| Order details | PO number, order date, total with currency | The total matches the approved amount |
| Delivery | Requested date and shipping address | The site contact knows it is coming |
| Payment terms | As agreed with the supplier | Same terms as on the PO |
| Confirmation request | Receipt, stock and estimated shipping date | Usually one or two business days |
| Invoicing | Quote the PO, send to AP | The AP address is a shared inbox |
| Offer to help | One line inviting questions | Your direct contact details are below |
| Sign-off | Name, title, company, phone and email | A direct line, not a switchboard |
Buyers often treat the written confirmation as the point the order is agreed, so suppliers should send one for every PO, including repeat orders. Buyers can also send these two emails to suppliers as the reply they expect to receive.
Subject: Confirmation of purchase order [PO Number] Dear [Buyer Name], Thank you for purchase order [PO Number] dated [PO Date]. We confirm that we accept the order as follows: Items: [Item or Service, Quantity] Total: [Currency and Amount] Delivery: [Delivery Address] on [Delivery Date] Payment terms: [Payment Terms] Our reference for this order is [Sales Order Number]. We will quote PO [PO Number] on our invoice and send it to [AP Email]. If you have any questions, contact me at [Email] or [Phone]. Kind regards, [Your Name] [Title] [Supplier Company Name]
Subject: Purchase order [PO Number]: confirmed with one change Dear [Buyer Name], Thank you for purchase order [PO Number]. We can accept the order with one change: [Change, e.g. Delivery date moves from [Original Date] to [New Date] because [Reason].] Everything else on the PO, including price and payment terms, is unchanged. Please reply to accept this change, and we will proceed once we have your confirmation. Kind regards, [Your Name] [Supplier Company Name]
Most finance teams will not pay an invoice without a PO, so the request has to come before the order. If your company runs an intake management process, use the intake form instead of email, because it routes the approvals for you.
Subject: PO request: [Supplier Name], [Amount], needed by [Date] Hi [Procurement Contact or Budget Owner], Please raise a purchase order for the following: What: [Item or Service, Quantity] Supplier: [Supplier Name] (quote [Quote Number] attached) Cost: [Currency and Amount], [one-off or annual] Budget: [Department, Cost Centre or Budget Line] Needed by: [Date] Why: [One sentence on the business need] [Optional: This supplier is new to us. Their contact for vendor setup is [Name, Email].] Thanks, [Your Name] [Team]
| Field | Why approvers need it |
|---|---|
| Quote attached | Proves the price before the PO fixes it |
| Budget line | Lets finance check there is money left |
| Needed by | Sets how fast approval has to happen |
| New supplier flag | Triggers vendor setup in parallel, not after approval |
Never change an order by phone alone, because the supplier will invoice against whatever they think was agreed. Update the PO first, then send the revised version with one of these emails so both records match.
Subject: Change to purchase order [PO Number]: revision [Revision Number] Dear [Supplier Contact Name], Please note the following change to purchase order [PO Number] dated [PO Date]: [Field]: was [Old Value], now [New Value] [Field]: was [Old Value], now [New Value] The revised PO is attached and replaces the earlier version. The new total is [Currency and Amount]. All other terms are unchanged. Please reply to confirm the change by [Date]. Thank you, [Your Name] [Your Company Name]
Subject: Cancellation of purchase order [PO Number] Dear [Supplier Contact Name], We are cancelling purchase order [PO Number] dated [PO Date] for [Brief Description], effective today, [Date]. Please stop any work or shipment not yet started and confirm in writing by [Date]. If any goods have already shipped or costs have been incurred, send details to [Your Email] so we can agree next steps under the PO terms. Thank you, [Your Name] [Your Company Name]
An unconfirmed PO is a risk: the supplier may not have seen it, or may be planning a different date. Chase it before the delivery date is close, and copy the requester so they know where things stand.
Subject: Reminder: please confirm purchase order [PO Number] Hi [Supplier Contact Name], We sent purchase order [PO Number] on [Date Sent] and have not yet received your confirmation. Please reply by [Date] to confirm you have the order, that the items are in stock, and your estimated shipping date for delivery by [Delivery Date]. If the PO went to the wrong person, could you let me know who handles orders? Thanks, [Your Name]
| Subject line format | |
|---|---|
| Send a PO | New purchase order: PO [PO Number], [Company] |
| Confirmation | Confirmation of purchase order [PO Number] |
| Internal request | PO request: [Supplier], [Amount], needed by [Date] |
| Change | Change to purchase order [PO Number]: revision [Number] |
| Cancellation | Cancellation of purchase order [PO Number] |
| Follow-up | Reminder: please confirm purchase order [PO Number] |
Spendflo routes purchase requests through intake and approvals, so every PO starts approved.
See how it worksThe unique reference for each order. Suppliers quote it on invoices so AP can match them.
The supplier's written acceptance of a PO, often with its own sales order number.
A revised PO that replaces the original, numbered as a revision so both sides know which is current.
One PO covering repeated orders over a period, up to a set value. See blanket purchase order.
AP checks the PO, the delivery record and the invoice agree before paying.
Payment is due 30 days after the invoice date, or after receipt if your terms say so.
Subject line, body and invoice instructions, so every reply can be matched.
An editable file invites changes, while a PDF fixes what was ordered.
Copy the supplier's orders address, so a holiday does not stall the order.
One reply then confirms the order arrived, can be filled and when it will ship.
AP and audit will look for it when the invoice arrives.
Without a numbered PO, there is nothing for the invoice to match.
Confirm every change by email with a revised PO, or the invoice will not match.
A sent PO commits your company, so approval must come first.
Long emails hide the one line that matters, so summarise and attach.
Store each email as a template in Outlook or a Gmail template, named by purpose.
Add your company name, AP email, signature and a link to your PO terms once.
Pick one standard, such as two business days, and use it in every subject line.
Record the confirmation date on your PO tracker as part of your purchase order process.
Lumen Retail sends PO-1042 to Brightline Software for 120 licences at 400.00 each, 48,000.00 a year, starting 1 Oct, and asks the vendor to confirm receipt and a start date by 24 Sep. Brightline replies on 23 Sep confirming the order but moving the start to 3 Oct. Lumen accepts by email, issues revision 1 of the PO and files both emails with it. Illustrative figures.
Every part on this page, in Word, Google Docs and Text, with the examples filled in.
Use the standard email as written. Add the delivery contact and any site access rules in the delivery line.
Swap delivery for a start date and term, quote the licence count or the statement of work reference, and name who receives access.
Reference the blanket PO number and the remaining value, and ask the supplier to confirm each call-off against it.
Best for sending today.
Best for a master set kept with your procurement policy.
Best for teams that share and update templates.
$3.7B in software spend processed through Spendflo, at 30% average savings.
See your savingsA good purchase order email gets the PO to the right person, summarises the order and comes back with a written confirmation. Pair it with the request, change and follow-up emails and every order has a clean paper trail.
Quick answers to what people ask most about the purchase order email template.
Use a subject line with the PO number, attach the PO as a PDF, list the order date, total, delivery date and shipping address, and ask the vendor to confirm receipt and a shipping date. You can copy the text or download the template on this page and fill in the brackets.
Restate the PO number and the date you sent it, then ask the vendor to confirm receipt, stock and an estimated shipping date by a set day. The follow-up email in Part 5 is ready to copy or download.
List your company and the supplier, a unique PO number and date, each item with quantity and unit price, the total, delivery details and payment terms, then get it approved before you send it. Download the email template here to send it, and use the related purchase order template for the PO itself.
Attach the PO as a PDF, put the PO number in the subject line, summarise the order details, and ask the supplier to confirm receipt and a shipping date by a set day. You can copy or download the email template on this page to do it in minutes.
Yes, the download buttons at the top of this page include the confirmation email in Word, Google Docs or as copy text. It also comes with a version for confirming an order with a change to price or delivery.
Purchase orders
Contracts
Vendor management
Sourcing and RFx
Budgets and business cases
Procurement
Accounts payable
Purchasing
Software buying
Supply chain
Spendflo handles intake, approvals and purchase requests before the order goes out, so the PO matches what was agreed. AP automation is coming soon.
Enter your work email and we'll unlock every format.
Didn't start, or need another format? Pick one below.
Google Docs: upload the file to Google Drive, then open it with Google Docs.
