Ready-to-Use Purchase Request Form Template
This ready-to-use purchase request template helps organisations formally request the acquisition of goods or services. It records the requester, department, specifications, quantity, estimated cost, budget allocation, supplier information and approval trail, making internal purchasing clearer and easier to control.
A purchase request is an internal document used to ask an organisation to buy goods or services. It provides the purchasing or finance team with the information needed to assess necessity, budget availability and approval requirements. A clear request reduces delays, prevents unauthorised spending and creates a reliable audit trail. This ready-to-use template can be adapted for routine or project-specific procurement.
What a Purchase Request Is Used For
A purchase request, also called a purchase requisition, is normally raised before a purchase order is issued. It is not, by itself, an order sent to a supplier; it is an internal request for authorisation to proceed with a proposed purchase.
The form should identify what is needed, why it is needed, the expected cost and the relevant budget. It should also show who has requested and approved the expenditure.
Purchase Request Versus Purchase Order
A purchase request begins the internal approval process. A purchase order is usually issued after approval and forms the organisation's formal instruction to the selected supplier.
Information to Include
Complete information enables reviewers to compare the requirement against budgets, procurement policies and operational priorities. Avoid vague descriptions such as “office supplies” where individual items, quantities and technical requirements can be specified.
| Document field | Purpose | Common error |
|---|---|---|
| Request reference | Tracks the request through approval and purchasing | Using a duplicate or missing reference number |
| Item description | Defines the goods or services required | Providing an unclear or incomplete specification |
| Estimated total | Supports budget review and approval limits | Leaving out taxes, delivery or installation costs |
| Budget code | Assigns the cost to the correct account or project | Using an expired or incorrect code |
| Required delivery date | Helps purchasing plan the procurement timetable | Setting an unrealistic deadline |
Supporting Documents
Attach quotations, technical specifications, statements of work or supplier correspondence where required by internal policy. These records help justify the purchase and allow approvers to assess value for money.
How to Complete the Template
Use the requester's official contact details and identify the department responsible for the expense. Describe the business need in practical terms, then enter each item or service with its quantity, unit price and estimated total.
- Assign a unique request reference and enter the request date.
- Describe the required goods or services and state the business justification.
- Confirm the estimated cost, currency and applicable budget or project code.
- Obtain approvals before sending the request to the purchasing team.
Editable template
Document template
PURCHASE REQUEST FORM
Request Reference: ____________________
Place: ____________________ Date: ____________________
Requesting Department: ____________________
Requester Name and Position: ____________________
Contact Email / Telephone: ____________________
Budget Holder: ____________________
Supplier Proposed (if known): ____________________
Supplier Contact Details: ____________________
Purchase Details
| Item / Service Description | Quantity | Unit Price | Estimated Total | Required Delivery Date |
|---|---|---|---|---|
| ____________________ | ____________________ | ____________________ | ____________________ | ____________________ |
| ____________________ | ____________________ | ____________________ | ____________________ | ____________________ |
| ____________________ | ____________________ | ____________________ | ____________________ | ____________________ |
Currency: ____________________
Estimated Total Cost (including applicable taxes and charges): ____________________
Budget Code / Cost Centre / Project Reference: ____________________
Business Justification:
________________________________________________________________________________
________________________________________________________________________________
Attachments Provided: ____________________
Conditions and Approval
- The requester confirms that the information in this form is accurate and that the purchase is necessary for legitimate organisational purposes.
- The estimated cost must be charged to the budget code, cost centre or project reference stated above, subject to available funds.
- No commitment may be made to a supplier until approval has been granted in accordance with the organisation's procurement procedures.
- Any material change to the scope, quantity, estimated value or supplier must be submitted for review and approval before purchase.
Requester Comments:
________________________________________________________________________________
Manager / Budget Holder Decision: Approved / Rejected / Returned for Amendment
Comments:
________________________________________________________________________________
Requester Signature: ____________________ Date: ____________________
Manager / Budget Holder Signature: ____________________ Date: ____________________
Procurement / Finance Authorisation: ____________________ Date: ____________________
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Approval and Budget Controls
Approval routes should reflect the organisation's delegated authority rules. Depending on the value and nature of the purchase, approval may be required from a line manager, budget holder, finance officer, procurement team or senior management.
Check the available budget and approval threshold before submitting the request; an incomplete request can delay an urgent purchase.
Keep the signed or electronically approved request with related quotations and the resulting purchase order. This helps demonstrate that the expenditure followed the organisation's internal controls.
Practical Checklist Before Submission
Review the request carefully before it enters the purchasing workflow. The following checks improve the likelihood of prompt approval and accurate ordering.
- Confirm that the item or service description is specific and complete.
- Check quantities, unit prices and the total estimated cost.
- Include taxes, shipping, installation and other foreseeable charges.
- Provide the correct budget code or project reference.
- Attach required quotations and obtain the appropriate approvals.
Frequently Asked Questions
Who should raise a purchase request?
The employee or department that identifies the operational need usually raises the request. Internal policies may require a manager or designated requester to submit it on the department's behalf.
Is a purchase request legally binding on a supplier?
Generally, no. It is an internal authorisation document and should not be treated as an external commitment. A purchase order or contract normally creates the formal purchasing instruction.
Can a request be changed after approval?
Minor administrative changes may be permitted under internal procedures. Material changes to price, scope, quantity or supplier may require a revised request and fresh approval.