Sending Purchase Order Email Sample is a critical step in the procurement process. It’s how businesses formally request goods or services from a supplier. This guide will walk you through the key elements of a well-crafted purchase order email, providing examples to help you communicate effectively and ensure a smooth transaction. We’ll explore different scenarios, giving you the tools to create professional and clear emails for various situations.
Understanding the Basics of a Purchase Order Email
Sending a purchase order via email is much more than just typing a quick message. It’s a formal document that creates a legal obligation. Here’s what makes a great purchase order email:
* Clarity: Make sure your email is easy to understand. Avoid jargon or confusing language.
* Accuracy: Double-check all details, like item numbers, quantities, and prices. Mistakes can cause delays and problems.
* Professionalism: Your email reflects your company, so use proper grammar and a professional tone.
Properly sending a purchase order email helps to establish clear expectations, protect both the buyer and the seller, and track orders efficiently. Here’s a breakdown of the critical sections:
- Subject Line: Make it clear and concise (e.g., “Purchase Order #1234 – [Your Company Name]”).
- Greeting: Address the recipient professionally (e.g., “Dear [Supplier Contact Name]”).
- Body: Clearly state what you’re ordering, how much, and the price.
- Attachment: Attach the actual purchase order document (usually as a PDF).
- Closing: Thank the supplier and include your contact information.
- Sender’s Information: Company name, logo (optional), and contact details.
- Recipient’s Information: Supplier’s name and contact details.
- Purchase Order Details: Number, date, and any special instructions.
| Item # | Description | Quantity | Unit Price | Total Price |
|---|---|---|---|---|
| 12345 | Widgets | 100 | $10.00 | $1,000.00 |
| 67890 | Gizmos | 50 | $20.00 | $1,000.00 |
Purchase Order Email for New Supplier
Subject: Purchase Order #00123 – [Your Company Name] – New Supplier
Dear [Supplier Contact Name],
Please find attached Purchase Order #00123 for the supply of [Goods/Services]. This is our first order with [Supplier Company Name], and we are excited to begin a business relationship.
Please confirm receipt of this purchase order and let us know the estimated delivery date.
Thank you for your time, and we look forward to receiving our order.
Sincerely,
[Your Name]
[Your Title]
[Your Company Name]
[Your Phone Number]
[Your Email Address]
Purchase Order Email for Standard Goods
Subject: Purchase Order #00456 – [Your Company Name] – [Item Description]
Dear [Supplier Contact Name],
Please find attached Purchase Order #00456 for the supply of [Quantity] of [Item Description].
We expect delivery within [Number] days to [Shipping Address]. Please confirm the order and estimated delivery date.
Thank you for your business.
Best regards,
[Your Name]
[Your Title]
[Your Company Name]
[Your Phone Number]
[Your Email Address]
Purchase Order Email with Specific Delivery Instructions
Subject: Purchase Order #00789 – [Your Company Name] – [Item Description] – Delivery Instructions
Dear [Supplier Contact Name],
Please find attached Purchase Order #00789 for [Quantity] of [Item Description].
This order requires special handling. Please deliver the items to [Specific location within the building]. Delivery must occur between [Start Time] and [End Time] on [Date]. Please contact [Contact Person and Phone Number] upon arrival.
Thank you for your assistance.
Regards,
[Your Name]
[Your Title]
[Your Company Name]
[Your Phone Number]
[Your Email Address]
Purchase Order Email with Payment Terms
Subject: Purchase Order #01122 – [Your Company Name] – [Item Description] – Payment Terms
Dear [Supplier Contact Name],
Please find attached Purchase Order #01122 for [Quantity] of [Item Description]. The total amount is [Total Amount].
Please note our standard payment terms are Net 30 days from the date of invoice receipt. The invoice should be sent to [Accounts Payable Email Address or Mailing Address].
If you have any questions, please let us know.
Thank you,
[Your Name]
[Your Title]
[Your Company Name]
[Your Phone Number]
[Your Email Address]
Purchase Order Email with Changes or Amendments
Subject: Purchase Order #01455 – [Your Company Name] – Amendment to Purchase Order
Dear [Supplier Contact Name],
Please note an amendment to Purchase Order #01234. The quantity of [Item Description] has been changed to [New Quantity]. The revised purchase order is attached.
All other terms and conditions of the original purchase order remain the same.
Please confirm receipt of this revised purchase order.
Sincerely,
[Your Name]
[Your Title]
[Your Company Name]
[Your Phone Number]
[Your Email Address]
Purchase Order Email Following Up on Overdue Order
Subject: Follow Up – Purchase Order #01788 – [Your Company Name]
Dear [Supplier Contact Name],
I am writing to follow up on Purchase Order #01788, which was scheduled to be delivered on [Delivery Date]. We have not yet received the order.
Could you please provide an update on the status of the order and an estimated delivery date?
Thank you for your assistance.
Best regards,
[Your Name]
[Your Title]
[Your Company Name]
[Your Phone Number]
[Your Email Address]
In conclusion, Sending Purchase Order Email Sample successfully is key to smooth business operations. By understanding the basics and using the examples provided, you can create professional and effective purchase order emails for any situation. Remember to always prioritize clarity, accuracy, and professionalism in your communications.