Two purchase order email templates for procurement and operations teams — sending a PO to a supplier and following up when confirmation hasn't arrived. Ready to send, with auto-filled sender details.
Hi [Supplier contact name],
Please find attached Purchase Order #[PO number] from [VALUE("Organization")] for [Brief description of goods or services].
Could you confirm receipt of this PO and let us know the expected delivery date? Please flag any issues with the order as soon as possible so we can resolve them without delay.
Our preferred delivery address and payment terms are detailed in the PO. If you have any questions, contact me directly.
[VALUE("Author.FullName")]
[VALUE("Author.EmailAddress")]
[VALUE("Organization")]
Hi Supplier contact name,
Please find attached Purchase Order #PO number from =VALUE("Organization") for Brief description of goods or services.
Could you confirm receipt of this PO and let us know the expected delivery date? Please flag any issues with the order as soon as possible so we can resolve them without delay.
Our preferred delivery address and payment terms are detailed in the PO. If you have any questions, contact me directly.
=VALUE("Author.FullName")
=VALUE("Author.EmailAddress")
=VALUE("Organization")
Hi [Supplier contact name],
I'm following up on Purchase Order #[PO number], sent to you on [Original send date]. We haven't received confirmation yet and wanted to check it arrived safely.
A copy of the original PO is attached. Could you confirm receipt and provide an estimated delivery date? If there are any issues with the order — pricing, availability, lead time — please let us know so we can address them promptly.
Our delivery deadline is [Delivery deadline]. Please get in touch if there's anything that may affect that timeline.
[VALUE("Author.FullName")]
[VALUE("Author.EmailAddress")]
[VALUE("Organization")]
Hi Supplier contact name,
I'm following up on Purchase Order #PO number, sent to you on Original send date. We haven't received confirmation yet and wanted to check it arrived safely.
A copy of the original PO is attached. Could you confirm receipt and provide an estimated delivery date? If there are any issues with the order — pricing, availability, lead time — please let us know so we can address them promptly.
Our delivery deadline is Delivery deadline. Please get in touch if there's anything that may affect that timeline.
=VALUE("Author.FullName")
=VALUE("Author.EmailAddress")
=VALUE("Organization")
Your name, email address, and organization name fill in automatically via WordFields merge tags. Use the Chrome extension to insert directly into Gmail, Outlook, or your procurement system without switching tabs.
What's included
Each snippet auto-populates the following fields when used in WordFields:
- PO number and brief description of goods or services ordered
- Supplier contact name and company
- Original send date and delivery deadline (follow-up variant)
- Direct contact prompt for supplier questions or issues
- Sender name, email, and organisation name (pulled from the logged-in user and workspace automatically)
When to send a purchase order email
Use the sending a purchase order template every time a PO leaves your organization. The email body is not the place to detail line items, quantities, or pricing — those belong in the attached PO document. What the email does is establish a paper trail for the transmission, give the supplier a single point of contact, and prompt the two responses you need immediately: confirmation that the document arrived, and a committed delivery date. Procurement managers and operations coordinators sending POs directly to supplier contacts are the primary users. If your team issues POs through an ERP or procurement system, this template is the right supplement when that system doesn't send an automated cover email — or when you want a more direct, human communication alongside it.
Use the follow-up on an unconfirmed PO template when 48 hours have passed without acknowledgment. The follow-up serves a different purpose than the original send: it creates a second, timestamped record of the PO transmission, escalates the urgency implicitly by noting the silence, and surfaces any supplier-side issues — stock problems, pricing questions, capacity constraints — before they become delivery failures. Referencing the original send date and the delivery deadline in the same email gives the supplier the context they need without requiring them to dig through prior threads. Operations teams managing multiple concurrent orders benefit most from having this as a saved snippet — one per supplier, pre-filled with the PO number and dates, ready to send in seconds when the 48-hour window passes.
Frequently asked questions
What should a purchase order email include?
A purchase order email should include the PO number, a brief description of what is being ordered, a request for confirmation of receipt, and the expected delivery date. The PO document itself — with full line items, quantities, pricing, and terms — should be attached as a PDF. The email body acts as a cover note, not a replacement for the PO document. Keep it short and focused on the two things you need from the supplier: confirmation that the PO was received and an estimated delivery date.
How do you write a professional email to send a purchase order?
Lead with the PO number in the subject line — something like 'Purchase Order #[Number] – [Your Company Name]' — so the supplier can file and reference it immediately. In the body, state that the PO is attached, describe the order in one line, and ask the supplier to confirm receipt and provide an expected delivery date. Do not re-list every line item in the email body; that information belongs in the attached PO. Close with your direct contact details in case they have questions.
When should you follow up on a purchase order that hasn't been confirmed?
Follow up within 48 hours if you have not received acknowledgment of a purchase order. Most procurement teams treat 48 hours as a reasonable window for a supplier to confirm receipt. If the order is time-sensitive or tied to a production deadline, follow up sooner and make the urgency explicit. In your follow-up, restate the PO number, reference the original send date, and ask specifically for confirmation and an estimated delivery date — not just a general update.
Is a purchase order email legally binding?
A purchase order, once accepted by a supplier, can constitute a legally binding contract. The email is the delivery mechanism, not the contract itself — the PO document contains the binding terms. Whether acceptance needs to be explicit (a written confirmation) or can be implied (the supplier begins fulfilling the order) depends on the jurisdiction and the terms stated in the PO. For high-value orders, always request explicit written confirmation from the supplier.
What is the difference between a purchase order and an invoice?
A purchase order is issued by the buyer before goods or services are delivered — it specifies what is being ordered, at what price, and under what terms. An invoice is issued by the supplier after delivery — it requests payment for what was supplied. In a well-run procurement process, the invoice should match the purchase order exactly. Discrepancies between a PO and an invoice are one of the most common causes of payment delays and disputes.
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