Ready-to-Use Internal Purchase Requisition Template
This ready-to-use internal purchase requisition template helps departments formally request goods or services before an order is placed. It records the requester, business justification, budget information, supplier details, approval route, delivery requirements, and estimated costs for better purchasing control.
An internal purchase requisition is a document used by an employee or department to ask the purchasing team to acquire goods or services. It is normally prepared before a purchase order is issued and helps ensure that expenditure is necessary, authorised, and properly budgeted. A clear requisition also creates an audit trail for internal controls and financial review. This template can be adapted to routine purchases, project expenses, and service requests.
What an internal purchase requisition does
A purchase requisition communicates a purchasing need within an organisation. It is an internal request, not a binding order sent to a supplier, and it should be reviewed under the organisation's purchasing and approval procedures.
Using a standard form allows finance, procurement, and managers to compare the requested item with available budgets, existing contracts, and approved suppliers before committing company funds.
Essential information to include
The requisition should identify who is requesting the purchase, what is needed, why it is needed, and when it is required. It should also state the expected cost and the relevant budget or cost centre.
| Document field | Purpose | Common error |
|---|---|---|
| Requisition number | Provides a unique internal reference | Using the same number for multiple requests |
| Requesting department | Identifies the accountable business unit | Leaving out the cost centre |
| Business justification | Explains the operational need | Writing only “required” without detail |
| Estimated total cost | Supports budget and approval checks | Omitting taxes, shipping, or recurring fees |
| Required delivery date | Helps procurement plan the purchase | Providing no realistic lead time |
Goods and services description
Describe each requested item precisely, including quantities, specifications, units of measure, service period, and any technical requirements. Vague descriptions can delay sourcing, lead to unsuitable purchases, or prevent an accurate comparison of supplier quotations.
Budget and supplier details
State the budget code, project code, or cost centre that will fund the request. If a preferred supplier is proposed, record its name and the reason for selection, while allowing procurement to check whether supplier rules, contracts, or competitive quotation requirements apply.
How to complete the form
Complete the request before contacting a supplier or making any commitment on behalf of the organisation. Attach quotations, specifications, statements of work, or other supporting records where they are required by internal policy.
- Identify the goods or services and confirm the business need.
- Check the available budget and enter the correct cost centre or project reference.
- Obtain supporting quotations or supplier information, if applicable.
- Submit the requisition to the designated approver and purchasing team.
Editable template
Document template
INTERNAL PURCHASE REQUISITION
Requisition No.: ____________________
Place: ____________________ Date: ____________________
Requesting Department: ____________________
Requested by: ____________________ Job Title: ____________________
Manager / Budget Holder: ____________________
Cost Centre / Project Code: ____________________
| Item / Service Description | Quantity | Unit Price | Total Price | Required Delivery Date |
|---|---|---|---|---|
| ____________________ | ____________________ | ____________________ | ____________________ | ____________________ |
| ____________________ | ____________________ | ____________________ | ____________________ | ____________________ |
| ____________________ | ____________________ | ____________________ | ____________________ | ____________________ |
Estimated Subtotal: ____________________
Estimated Tax / Duties: ____________________
Estimated Freight / Installation / Other Costs: ____________________
Estimated Total Amount: ____________________
Preferred Supplier: ____________________
Supplier Contact Details: ____________________
Business Justification:
____________________________________________________________________
____________________________________________________________________
Technical Specifications or Scope of Services:
____________________________________________________________________
____________________________________________________________________
Supporting Documents Attached: ____________________
- The requester confirms that the information in this requisition is accurate and that the purchase is necessary for legitimate business purposes.
- The budget holder confirms that sufficient funds are available under the cost centre or project code stated above.
- No supplier commitment may be made until all required internal approvals have been obtained and a purchase order or other authorised instruction has been issued.
- Any change to the scope, price, supplier, or delivery terms must be submitted for review in accordance with the organisation's purchasing procedures.
Requester Signature:
______________________________
Name: __________________________
Date: ___________________________
Budget Holder Approval:
______________________________
Name: __________________________
Date: ___________________________
Procurement / Finance Approval:
______________________________
Name: __________________________
Date: ___________________________
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Approval and purchasing controls
Approval levels should reflect the value, nature, and risk of the request. A requisition may require authorisation from a line manager, budget holder, finance representative, procurement officer, or project manager before a purchase order can be created.
Do not treat an approved requisition as authority to place an order unless your organisation's procedures expressly permit it; wait for the required purchase order or written procurement confirmation.
Documents to retain
Keep the completed requisition together with approvals, quotations, supplier correspondence, purchase orders, invoices, and receipt records. Retention supports budget monitoring, audit work, and resolution of disputes about what was requested or approved.
Common checks before submission
A final review can reduce delays and avoid unauthorised expenditure. Ensure that all mandatory fields are complete and that the request reflects the actual commercial and operational requirements.
- Confirm that the requested goods or services are not already available internally.
- Verify the quantity, specification, and required delivery date.
- Include all expected costs, such as taxes, freight, installation, and renewal charges.
- Use the correct budget, project, or cost-centre reference.
- Attach required quotations, technical specifications, and approval evidence.
Frequently asked questions
Is a purchase requisition the same as a purchase order?
No. A purchase requisition is an internal request for approval to buy. A purchase order is generally the formal document issued to a supplier after the necessary internal review and approval.
Who should approve the requisition?
The appropriate approver depends on the organisation's delegation rules, purchase value, and type of expense. Common approvers include the budget holder, department manager, procurement team, and finance staff.
Can one requisition cover several items?
Yes, where the items relate to the same business need and can be clearly itemised. Separate requests may be preferable where items have different suppliers, budgets, delivery dates, or approval requirements.