Purchase order checklist: what to include before sending
Review supplier identity, items, quantities, pricing, delivery details, terms and authorization before issuing a PO.
A purchase order should communicate exactly what the buyer authorizes the supplier to provide. Missing delivery or pricing details can create avoidable disputes later.
Identify the transaction
Include the buyer, supplier, PO number, issue date and relevant contact details.
Reference a supplier quote, contract or framework agreement when the order is based on one.
Specify what is being ordered
List descriptions, product codes when useful, quantities, units, prices, discounts and expected tax treatment.
For services, describe the deliverable or milestone rather than relying on a generic label.
Confirm delivery and payment conditions
State the delivery location, requested date, shipping instructions and agreed payment terms.
Verify internal authorization before sending the order to the supplier.
This guide provides general educational information and is not legal, accounting, tax or financial advice. Requirements vary by country, industry and transaction. See how Docuivo tests its tools and calculations.