Ready-to-Use Order Form Template for Sales and Deliveries
This ready-to-use order form template helps sellers and customers record a purchase request in a clear, organized format. It includes essential details such as party information, item descriptions, quantities, unit prices, taxes, delivery arrangements, payment terms, and signatures for confirmation.
An order form is a practical sales document used to record a customer’s request for goods or services. It helps both parties identify what has been ordered, the agreed price, payment arrangements, and delivery conditions. A complete form reduces misunderstandings and creates a useful written record for sales administration. This template can be adapted for products, supplies, custom work, or service orders.
What an Order Form Is Used For
An order form, often called a sales order, is prepared when a supplier accepts or records a customer order. It can be used before an invoice is issued and may also support stock control, dispatch planning, and internal approval processes.
The document should state whether it is merely a request, a quotation acceptance, or a binding order under the parties’ agreed terms. Its legal effect may depend on the wording used, prior communications, applicable consumer rules, and local contract law.
Essential Information to Include
Accurate identification details and item information are central to a reliable order form. Use a unique order number so the document can be matched with quotations, invoices, delivery notes, and payment records.
| Document field | Purpose | Common mistake |
|---|---|---|
| Order number | Identifies and tracks the transaction | Using the same reference for different orders |
| Customer details | Confirms the buyer and billing contact | Omitting the legal business name or address |
| Item description | Defines the goods or services requested | Using vague descriptions without specifications |
| Quantity and price | Establishes the commercial value of each item | Leaving out the currency or unit of measure |
| Delivery date | Sets the expected dispatch or delivery timetable | Failing to state whether the date is estimated |
| Payment terms | Clarifies when and how payment is due | Not specifying deposits, due dates, or late fees |
Product and Service Descriptions
Describe each item precisely. Include model numbers, dimensions, colours, service scope, technical specifications, or other details needed to avoid uncertainty. If the order refers to an earlier quotation, identify it by date and reference number.
Prices, Taxes, and Totals
Show the unit price, quantity, line total, discounts, taxes, delivery charges, and total amount payable. Clearly indicate the applicable currency and whether prices include or exclude taxes.
Editable template
Document template
ORDER FORM
Order Number: ____________________
Place: ____________________ Date: ____________________
Supplier: ____________________
Supplier Address: ____________________
Supplier Contact: ____________________
Customer: ____________________
Customer Address: ____________________
Customer Contact: ____________________
Billing Address: ____________________
| Item No. | Description / Specification | Quantity | Unit Price | Tax | Line Total |
|---|---|---|---|---|---|
| 1 | ____________________ | ____________________ | ____________________ | ____________________ | ____________________ |
| 2 | ____________________ | ____________________ | ____________________ | ____________________ | ____________________ |
| 3 | ____________________ | ____________________ | ____________________ | ____________________ | ____________________ |
| 4 | ____________________ | ____________________ | ____________________ | ____________________ | ____________________ |
Subtotal: ____________________
Discount: ____________________
Taxes: ____________________
Delivery / Shipping Charges: ____________________
Total Order Amount: ____________________
Currency: ____________________
Delivery Address: ____________________
Expected Delivery Date: ____________________
Payment Method: ____________________
Payment Terms: ____________________
Related Quotation Reference: ____________________
Special Instructions: ____________________
- The supplier shall provide the goods and/or services described in this order form in accordance with the agreed specifications.
- The customer shall pay the total amount under the payment terms stated above, subject to any agreed written amendment.
- Any change to quantity, price, delivery date, or specifications must be confirmed in writing by both parties.
- This order is subject to the terms and conditions agreed between the supplier and the customer.
Customer Authorization:
Signature: ____________________
Name: ____________________
Date: ____________________
Supplier Confirmation:
Signature: ____________________
Name: ____________________
Date: ____________________
Edit the text right here. Changes are stored in your browser, and you can print them or export to Word and PDF.
How to Complete the Template
Complete the form only after confirming the commercial details with the customer. Review all amounts and delivery requirements before sending the final version for acceptance or processing.
- Assign a unique order number and enter the order date.
- Record the supplier’s and customer’s full contact and billing details.
- List every ordered item, quantity, price, tax, and applicable charge.
- Confirm delivery, payment, acceptance terms, and obtain authorization where appropriate.
Always send the customer a copy of the completed order form and retain the same version in your sales records.
Terms and Conditions to Review
The order form should refer to any terms that govern cancellation, returns, warranties, delivery delays, title to goods, limitations of liability, and dispute resolution. If standard terms apply, make sure they are provided or clearly incorporated before the order is accepted.
- Expected delivery date and delivery address
- Method and deadline for payment
- Applicable taxes, duties, and shipping charges
- Cancellation, return, and refund conditions
- Acceptance, warranty, and complaint procedures
Good Record-Keeping Practices
Keep the signed or approved order form together with related emails, quotations, invoices, delivery confirmations, and proof of payment. Consistent records make it easier to resolve questions about scope, price, timing, or authorization.
For electronic orders, retain evidence showing who approved the order and when. Businesses should also consider applicable data-protection obligations when storing customer contact information.
Frequently Asked Questions
Is an order form the same as an invoice?
No. An order form records requested or agreed goods and services, while an invoice requests payment for goods or services supplied or due under agreed terms. The same transaction may require both documents.
Does an order form need a signature?
A signature is not always required, but written acceptance can provide useful evidence that the order and its terms were approved. Electronic acceptance may also be valid depending on the circumstances and local law.
Can an order form be changed after it is issued?
Yes, but changes should be documented clearly. Issue a revised order form or written amendment, identify the original order number, and ensure both parties acknowledge any change to price, quantity, delivery, or other material terms.