Purchase Order Email Format: Templates & Best Practices

Handling all the documentation and preparing something repeatedly becomes crucial but chaotic when running a business. Because you have all the main stuff to do, you might not get time to prepare your purchase orders properly.

However, preparing a proper purchase order is essential to avoid miscommunications and discrepancies.

Do you know?

A business that uses standardised purchase order processes reduces procurement errors by up to 40% and improves supplier relationships significantly.

This blog will help you with the Purchase Order Email Format: Templates & Best Practices, that can make your procurement process easy and successful.

What Is a Purchase Order Email?

A purchase order (PO) email is a formal communication from a buyer to a supplier or vendor to request specific products or services. It is an official document that states the exact requirements, quantities, prices, and delivery terms for a business transaction.

Key Function of Purchase Order Emails in B2B Commerce

As we know, emails are a vital part of any B2B business, and the purchase order email plays a critical role.

The main job of a purchase order (PO) email is to confirm and record an order in a clear, official way. It tells the seller or vendor exactly what the buyer wants, so there's no confusion later.

In simple words, we can say that:

• They make sure both sides agree on the order details.
• They act as proof of the deal.
• They help track and manage purchases smoothly.
• They reduce mistakes that can happen with verbal or casual orders.
• They also help track expenses and manage budgets effectively.
• They ensure proper stock levels and delivery scheduling.

According to research, companies with a formal purchase order email format experience 25% fewer delivery disputes. They also maintain better relationships with the suppliers than those who rely on informal communications.

See how PO helps to achieve it?

How Does A Purchase Order Email Formalise A Product Request To A Supplier Or Vendor?

When anyone conveys their message through formal communication, it clears out all the confusion and makes the process easy. Similarly, the purchase order email format does so. 

It clearly mentions:

• What products or services are needed
• Exact quantities and specifications
• Agreed-upon prices and payment terms
• Expected delivery dates and locations
• Quality standards and requirements

What are the Different Kinds of (PO) Purchase Orders?

There are four main types of purchase orders. Have a look:

1. Standard Purchase Order (SPO)

This is the most common type of purchase order, mostly used for one-time deliveries. It contains full details: items, quantities, price, payment terms, and delivery date.

2. Planned Purchase Order (PPO)

These are similar to a standard PO but without a fixed delivery schedule. The delivery dates will be decided later. Only at the time of order generation does the supplier agree to give products at a specific rate.

3. Blanket Purchase Order (BPO)

It is a type of long-term agreement with a supplier for recurring purchases.

4. Contract Purchase Order (CPO)

These are the legal frameworks that are used to set terms for future orders. It ensures both sides have pre-agreed conditions before transactions.

Key Components of a Purchase Order Email - How to Write a Purchase Order Email?

Here are the components that will help you get a perfect purchase order email format:

1. Always Mention a Clear Subject Line

The first important thing in every letter is the subject. You should write a clear subject line that includes key things:

• "Purchase Order #PO-2024-001 - [XYZ Company]"

Pragma's Pro Tip: Always use the same format that includes your PO number for easy tracking and reference.

2. Starts with a Professional Greeting

You must always begin your email with a professional tone and greet them. Use Salutations like:

• "Greetings [Company Name] Team,"

3. Introduction & Purpose

As every answer or statement begins with an introduction, similarly, it is in the purchase order email format. Clearly note the purpose of your email in the opening paragraph:

Example: “We are placing a new purchase order for the following items. Please find the details below.”

4. Purchase Order Details Table

This is the most essential part of your email. Build a table or list of the products that you want to purchase. Make sure that there are no errors in this part.

Have a look at the following table:

You must include:

• Product name – Clear product description
• SKU/Code – For precise identification
• Quantity – Number of units required
• Unit price – Cost per unit
• Total price – Line total and total of the products
• Expected delivery date – When you want the items to be delivered
• Shipping address – Exact delivery location

5. Add the Attachments

Always attach the formal PDF purchase order for the vendor's reference. Mention it in the email:

• “Please find the purchase order document attached for your reference.”

6. Payment Terms & Preferences

Be clear about how and when you will make payments. Clearly mentions the following things:

• Payment method (bank transfer, cheque, etc.)
• Payment timeline (30 days, 45 days, etc.)
• Any advance payment
• Your bank account details for transactions

Provide Your Contact Information At the End

Always end off with your full name, designation, and company details.

Example- "Thank you for your support. If you have any questions, please get in touch with us at [phone/email].”

Sample Purchase Order Email Template

Subject: Purchase Order #4523 – Request for Delivery by Sept 15

Dear [Supplier’s Name],

I hope this message finds you well. We want to place a new purchase order with your company. Please see the details below:

Payment Terms: Payment will be made to you via bank within 30 days of receipt of the invoice.

We have attached the PO document for your confirmation.

Thank you for processing this order. You can reach us at [xyz@gmail.com] if you have any questions.

We appreciate your partnership.

Best regards,

Product Manager, XYZ Company

XYZ@gmail.com

5 Free Purchase Order Email Templates

If you are searching for a ready-to-use email format for sending a purchase order​, here are five types of purchase order email formats that you can use, edit & customise, and send to your suppliers.

1. New Purchase Order Confirmation Email Template

Subject: New Purchase Order #[PO Number] – [Your Company Name]

Dear [Supplier Contact Name],

Attached to this message is Purchase Order #[PO Number] for your reference. It covers the following items/services: [brief description of products or services].

Please confirm receipt of this PO and advise on the estimated delivery timeline. If you notice any discrepancies or have questions, don’t hesitate to reach out to us.

Thank you for your continued support and cooperation.

Kind regards,
[Your Name]
[Your Position]
[Your Company Name]
[Your Phone Number]
[Your Email Address]

2. Order Acknowledgement Email Template

Subject: Acknowledgement of Purchase Order #[PO Number]

Hello [Customer Contact Name],

We are writing to confirm receipt of your purchase order #[PO Number] for [briefly describe the products or services].

Our team is currently reviewing the order details and will proceed with processing shortly. The expected dispatch date is [Expected Shipping Date]. Once shipped, you will get a separate update with the tracking information.

We truly value your order. If you have any queries, feel free to contact us anytime.

Warm regards,

[Your Name]

[Your Position]

[Your Company Name]

[Your Contact Number]

[Your Email Address]

3. Shipment of Order Notification Email Template

Subject: Shipping Update: Your Order #[PO Number] is on the Way

Hello [Customer Contact Name],

We’re happy to let you know that your order #[PO Number] has been dispatched. It is being delivered through [Shipping Carrier]. You can track the shipment using this tracking ID: [Tracking Number].

The estimated arrival date is [Expected Delivery Date].

We appreciate your trust in us. For any questions about your delivery, please reach out anytime.

Best regards,

[Your Name]

[Your Position]

[Your Company Name]

[Your Phone Number]

[Your Email Address]

4. Cancellation of Order Email Template

Subject: Request to Cancel Purchase Order #[PO Number]

Hello [Supplier Contact Name],

I’m writing to notify you of our need to cancel purchase order #[PO Number], which was originally placed on [Date of Order].

The cancellation is necessary due to [Reason for Cancellation]. We regret any inconvenience this may cause and appreciate your cooperation.

Kindly confirm that this cancellation has been processed and advise if any further action is required from our side.

Thank you for your understanding and support.

Best regards,

[Your Name]

[Your Position]

[Your Company Name]

[Your Phone Number]

[Your Email Address]

5. Order Follow-Up Email Template

Subject: Follow-Up Regarding Purchase Order #[PO Number]

Hello [Supplier Contact Name],

I’m reaching out to follow up on purchase order #[PO Number], submitted on [Date of Original Order]. As we haven’t yet received confirmation, I’d like to kindly check on its current status.

Could you please confirm receipt and share the expected shipping date? For reference, I’ve attached the original purchase order.

Looking forward to your update.

Best regards,

[Your Name]

[Your Position]

[Your Company Name]

[Your Phone Number]

[Your Email Address]

Similarly, want some WhatsApp Messaging templates? Have a look here.

Tips for Writing Perfect Purchase Order Email

• Use a consistent subject line format (for tracking)

Always use the same subject line for your purchase order emails, as it will maintain consistency and help the supplier recognise what the email is about at first sight.

• Always Include a PDF PO with GST & Signatures

Statistics show that 78% of procurement disputes arise from unclear communication.

Always attach:

• Formal PDF with company letterhead
• GST registration details
• AuthorisedAuthorised signatures
• Complete terms and conditions

• Mention a clear subject line.

Always start your email with a clear subject line stating that your email concerns purchase orders.

• Send Your PO Emails from a Centralised Dedicated Address

You should always use one email address that multiple team members can monitor. This will ensure that:

• There is no missed communication between the parties
• There will be consistent response times
• There will be better accountability

• Follow Up After 48 Hours if No Confirmation

If there is no response or confirmation from the supplier, always ensure that you take a follow-up within 48 hours of sending the PO email. This will help you verify your order and deliver it promptly without any unnecessary delays.

Why Does Your Business Need a Proper Purchase Order Email Format?

A purchase order is not just the order you send to your supplier. It is a key legal and financial document that helps you maintain clarity and prevents costly misunderstandings.

Benefits of a Structured PO Email

• A clean format signals credibility and seriousness in business dealings.
• Clear fields (order number, items, price, terms) reduce back-and-forth communication.
• Standardised templates make tracking orders across teams and systems easier.
• If disputes arise, a properly formatted PO email doubles as a formal record.
• Vendors can quickly confirm or act on POs without confusion.

Common Mistakes to Avoid While Delivering Purchase Order Emails

When you are drafting your PO emails, always ensure that you avoid these common mistakes:

• Sending Email Without a PO Number: Never send an email without a PO Number for any purchase order. If you do so, this will make it difficult or impossible to track your order and can lead to multiple orders or missed deliveries.

• Not Adding Total Order Value: Always include the complete order value, including:
  
  • Subtotal
  • Applicable taxes (GST in India)
  • Shipping charges
  • Final total amount

• Adding Ambiguous Product Names or No SKUs: If you are writing a PO email, be sure that you are writing the proper product name and mentioning the SKU code. Without these, it will be confusing for the supplier to know what to deliver. And you may end up getting the wrong products.

For example, Vague descriptions like "blue shirts" instead of "Men's Cotton Formal Shirt - Blue - Size L - SKU: MCS-BL-L" can result in wrong deliveries and returns.

• Forgetting to Mention Expected Delivery Dates

If you do not mention the expected delivery dates properly, it may be possible that the suppliers may prioritise other orders. As he does not get your clear delivery expectations, he may place you last in the list of fulfilling orders.

• No Payment Method Clarification

Specify exactly how and when payment will be made to avoid confusion and maintain good supplier relationships.

How Pragma Helps Automate PO Creation?

As all the modern brands are focusing on automations to do their work without hefty efforts, Pragma is building D2C Operating Systems designed specifically for end-to-end automation, helping businesses manage procurement with ease.

Using data and analytics from 1000+ D2C brands, these tools offer smart features like:

Auto-generate PO Emails with Attachments

• Automatically create professional PO emails from your inventory system
• Generate PDF attachments with proper formatting and signatures
• Include all necessary compliance details for Indian businesses

Vendor Directory with Contact Autofill

• Maintain a centralised supplier database
• Auto-populate contact details and terms
• Track supplier performance and history

Built-in PO Templates and Approval Flow

• Pre-designed templates for different order types
• They provide customisable approval workflows based on order value
• They provide digital signature integration for faster processing

Email Tracking & Confirmation Receipts

• You can monitor all email deliveries and read receipts
• You can get automated follow-up reminders
• Real-time status updates on order confirmations

Conclusion

Finally, to conclude here, we want to say that to get things clear with your suppliers and your organisation, make proper purchase order emails. This will help you maintain a good relationship with your supplier, improve procurement efficiency, and reduce errors.

Remember these key takeaways:

• Always use a structured purchase order email format with all essential components
• Include proper documentation with GST details and signatures
• Follow up promptly and maintain consistent communication
• Consider automation tools to scale your operations effectively

FAQs (Frequently Asked Questions On Purchase Order Email Format: Templates & Best Practices)

1. What should be included in the subject line of a purchase order email?

Use a clear and concise subject like: “Purchase Order #[Number] from [Your Company Name]”. This helps both you and your supplier track and reference the order quickly.

2. What should the body of a PO email contain?

Keep it brief—it acts like a cover letter. A simple line such as “Please find our purchase order attached for [Product/Service]. Kindly confirm receipt and estimated delivery date.” is effective.

3. Should the purchase order be attached or included inline?

Attach the PO as a PDF for a professional look and reliable formatting. It ensures clarity and easy printing for your supplier.

4. What essential details should a purchase order template include?

A robust PO should cover:

• Buyer and supplier information (names, addresses, contacts)
• Unique PO number and order date
• Itemised descriptions (SKU, qty, unit price) plus totals
• Delivery date and shipping address
• Payment terms, T&Cs, and authorised signature space
• Optional: tax, discounts, shipping cost

5. Should the PO be a letter format or a structured template?

Use a structured template—not a narrative letter—especially for clarity and easy processing. Templates offer fields for all key information and reduce errors.

6. Are there different types of email templates for POs?

Yes. You’ll typically need:

• Initial PO Request: To place a new order.
• PO Confirmation Acknowledgement: Supplier confirming receipt/details.
• Follow-up on PO: Friendly reminder if there’s no response.
• Amendment & Cancellation: To modify or cancel POs.

7. How should I write a follow-up for a delayed PO?

Use a polite yet clear tone.

Example:
Subject: “Reminder: We’re awaiting your Purchase Order – [Product] selling fast!”
Body:

“We appreciate your interest in [Product]. Could you please send your purchase order to hold the stock? Finalise in the next 3 days for a discounted shipping rate.”

8. How is a PO different from an invoice?

A purchase order is issued by the buyer to request products/services. An invoice is issued by the seller after fulfilment, requesting payment. They serve distinct stages in the procurement process.

9. What format is best: spreadsheet or word processing?

• Spreadsheets (e.g., Excel) are ideal for auto-calculations—subtotal, taxes, grand totals.
• Word processors (e.g., Word) allow brand formatting like logos and visual layout.
  Choose based on your needs; formatted consistency and accuracy matter most.

10. Should businesses automate their PO processes?

Absolutely. Tools like inventory or order management systems can auto-generate POs based on low stock thresholds, streamline vendor communication, and save significant time.