30 Free Purchase Order Forms Templates

Download these 30 Free Purchase Order Forms Templates in MS Word or MS Excel format available in PDF as well alongside.

It all sounds very easy that you need a specific item or product, you look for it in the market and you find a vendor that can produce it. You contact him, place the order, get the products and make the payment. It all sounds very calm and relaxing but in reality, things are usually different. You can’t just rely on someone regarding delivery of goods and the vendors might want to see some kind of guarantee rather than you saying that payment will be transferred on time. This is where a purchase order form comes handy. This is a formal and legal document that includes all of the details of an order including item description, date of order placement, date of delivery, shipment terms and payment terms.

Once a purchase order is created and signed between vendor and buyer, it acts as an agreement forcing the vendor to deliver desired products on time and bounding the buyer to transfer the payment as per agreed payment terms and conditions.

Key Elements of a Purchase Order Form:

  • Unique purchase order number
  • Date of the purchase order
  • Name of the vendor with address
  • Name of the buyer/customer/client with address
  • Additional contact details of any relevant party
  • Date of delivery
  • Method of shipment
  • Description of goods
  • Total number of goods
  • Unit price and total amount of the PO
  • Payment terms

Free Purchase Order Forms Templates:

Here are previews and download links for these Free Purchase Order Forms Templates,

Purchase Order Template 01

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Purchase Order Template 02

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Purchase Order Template 03

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Purchase Order Template 04

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Purchase Order Template 05

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Purchase Order Template 06

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Purchase Order Template 07

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Purchase Order Template 08

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Purchase Order Template 09

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Purchase Order Template 10

Source: Spreadsheet123.com

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Purchase Order Template 11

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Purchase Order Template 12

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Purchase Order Template 13

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Purchase Order Template 14

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Purchase Order Template 15

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Purchase Order Template 16

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Purchase Order Template 17

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Purchase Order Template 18

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Purchase Order Template 19

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Purchase Order Template 20

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Purchase Order Template 21

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Purchase Order Template 22

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Purchase Order Template 23

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Purchase Order Template 24

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Purchase Order Template 25

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Purchase Order Template 26

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Purchase Order Template 27

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Purchase Order Template 28

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Purchase Order Template 29

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Purchase Order Template 30

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Guidelines to Create a Purchase Order Form:

Use a Template or create your own Form:

The first thing to consider while creating a purchase order form is that this is a fairly common form and if you want, you can search online and you will find dozens and even hundreds of types of readymade templates of purchase orders. Most of these templates are free to use which means you don’t need to pay anything and it can be beneficial for a startup or small company. On the other hand, if you think you have specific needs in your mind regarding the elements of the purchase order, you should create the form yourself instead of using readymade design. This way you can easily customize and add or remove particular details.

Details of the Vendor:

While adding the details of the vendor, there are two options; you can either print the purchase order form on company’s letterhead or you can add a section where you write the company or vendor’s details by hand. Most of the time, you will see vendors and organizations creating purchase orders on official letterheads as this way all the necessary information is already added and you don’t need to write vendor’s particulars by hand.

Item Description:

Then there is the section where you need to describe the items or goods or products with all the necessary details. Starting with the name of the product along with the complete description of the product and then its specifics or features that are important to be mentioned on the purchase order. Some vendors also add the date of the order placement in this section as well. This is especially beneficial if there are multiple types of products that were ordered on different dates.

Shipment Timeline and Method:

Next section on the purchase order should include the shipment timeline i.e. delivery schedule and the method. For instance, if the buyer is from local area, he can request personal pickup as soon the goods are ready or if the buyer is in a different country, he might need to specify if he will receive goods via sea or air. In some cases if the order is urgent, the buyer can also request the vendor to start shipping partial quantities instead of waiting for the full shipment to be ready.

Client’s Details:

Then there is the part where particulars of the buyer or customer are added. This includes full name of the buyer, his company name, his contact info and mailing address and the country where he resides.

Payment Terms:

One of the most important elements of a purchase order is the payment terms and payable amount. While creating the purchase order, you should ask the customer how he wants to make the payment because some customers prefer payment on delivery while others like to have credit limit of 30-45 days. There are also situations where the buyer requests to make partial payments i.e. partial payment for partial shipment. This part should also contain the mode of payment i.e. cash, check or LC.

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