If you’re working in a business or organization, you’ll likely encounter purchase orders. These documents authorize the purchase of goods or services. Sending these orders correctly is super important, and one of the most common ways to do this is through email. This guide provides an “Email Sample For Sending Purchase Order” to help you communicate effectively with your suppliers.
Why a Well-Crafted Email Matters
Sending a purchase order via email isn’t just about attaching a file. It’s about making sure the order is understood and processed correctly. A good email helps avoid confusion and potential problems down the line. A clear and concise email saves time and ensures that you get what you need, when you need it.
Here are some things to consider when crafting your purchase order email:
- Subject Line: Make it clear and specific (e.g., “Purchase Order #12345 for Office Supplies”).
- Attachment: Always attach the actual purchase order document (usually a PDF).
- Body of the Email: Briefly explain what the email is about and any important instructions.
Here’s an example of how a simple purchase order email could look:
- Address the recipient appropriately.
- Provide a clear subject line.
- State the purpose of the email.
- Summarize key order details (optional).
- Include a polite closing.
You might also find it helpful to use a table to summarize key information in the email itself:
| Item | Quantity | Unit Price |
|---|---|---|
| Pens | 100 | $1.00 |
| Paper | 5 Reams | $5.00 |
Email for Initial Purchase Order Submission
Subject: Purchase Order #PO1234 – Office Furniture
Dear [Supplier Name],
Please find attached Purchase Order #PO1234 for office furniture. This order includes desks, chairs, and filing cabinets. The total order value is $[Total Amount].
Please confirm receipt of this purchase order and let us know your estimated delivery date.
If you have any questions, please don’t hesitate to contact me.
Thank you,
[Your Name]
[Your Title]
[Your Contact Information]
Email Confirming Purchase Order Details
Subject: Re: Purchase Order #PO1234 – Office Furniture – Confirmation
Dear [Supplier Name],
Thank you for confirming receipt of Purchase Order #PO1234.
This email confirms all the details in the original purchase order, including items, quantities, and prices. The expected delivery date is [Date]. We are looking forward to receiving the items.
Please let us know if any changes are needed before delivery.
Best regards,
[Your Name]
[Your Title]
[Your Contact Information]
Email for Modifying a Purchase Order
Subject: Amendment to Purchase Order #PO1234 – Office Furniture
Dear [Supplier Name],
Please note the following amendment to Purchase Order #PO1234. We need to change the quantity of [Item] from [Old Quantity] to [New Quantity].
The updated total amount will be $[New Total Amount]. The delivery date remains [Original Delivery Date].
We have attached a revised purchase order reflecting these changes.
Please acknowledge this amendment.
Thank you,
[Your Name]
[Your Title]
[Your Contact Information]
Email Following Up on a Purchase Order
Subject: Follow Up: Purchase Order #PO1234 – Office Furniture
Dear [Supplier Name],
I am writing to follow up on Purchase Order #PO1234, which was placed on [Date]. The expected delivery date was [Date].
Could you please provide an update on the status of this order, including the current shipping status and estimated delivery date? If there are any delays, please let us know as soon as possible.
Thank you for your assistance.
Sincerely,
[Your Name]
[Your Title]
[Your Contact Information]
Email Regarding Invoice and Payment for Purchase Order
Subject: Purchase Order #PO1234 – Invoice Received and Approved for Payment
Dear [Supplier Name],
We have received and approved your invoice #[Invoice Number] for Purchase Order #PO1234. All items delivered match the purchase order.
Payment will be processed according to the agreed-upon terms (Net 30 days, etc.).
If you have any questions, please let us know.
Regards,
[Your Name]
[Your Title]
[Your Contact Information]
Email for Purchase Order Cancellation
Subject: Cancellation of Purchase Order #PO1234
Dear [Supplier Name],
This email is to inform you that we are canceling Purchase Order #PO1234.
[State the reason for cancellation, e.g., “Due to unforeseen circumstances, we are no longer able to proceed with this order.”] If the order was partially fulfilled, clarify what should happen with the delivered items.
We apologize for any inconvenience this may cause.
Thank you,
[Your Name]
[Your Title]
[Your Contact Information]
Writing clear and professional emails is a valuable skill in the workplace. Using these “Email Sample For Sending Purchase Order” examples as a guide can help you efficiently and effectively communicate your purchasing needs, leading to smoother transactions and stronger relationships with your suppliers.