Sending a purchase order is a key part of running a business. It’s how you tell a supplier exactly what you want to buy and sets the rules for the deal. Making sure your purchase order gets to the supplier and is understood is super important. This article gives you some great examples and tips, so you know how to write an effective Email Sample For Sending Purchase Order.
Why a Good Purchase Order Email Matters
When you send a purchase order, the email itself is just as important as the document. It’s the introduction! A well-written email makes sure the supplier gets the purchase order, knows what to do with it, and answers any questions right away. Using a clear and professional email shows that you’re organized and respectful of the supplier’s time.
Here’s why a good email matters:
- Clarity: It leaves no room for confusion. You want your supplier to quickly grasp the details of the purchase order.
- Professionalism: It reflects well on your company and builds a strong relationship with the supplier.
- Efficiency: It reduces back-and-forth communication, saving time for everyone. Using a well-written email can speed up the whole ordering process.
Here are some things to keep in mind:
- Always include a clear subject line.
- Keep the email concise.
- Attach the purchase order as a PDF.
Email Example: Sending the Initial Purchase Order
Subject: Purchase Order [Your Company Name] – PO# [Purchase Order Number]
Dear [Supplier Contact Person or Department],
Please find attached Purchase Order # [Purchase Order Number] for [brief description of goods/services].
The details, including quantity, pricing, and delivery instructions, are outlined in the attached document.
Could you please confirm receipt of this purchase order and let us know if you foresee any issues with fulfilling it by the specified delivery date of [Delivery Date]? The terms and conditions of this purchase order are governed by [Terms and Conditions].
Please don’t hesitate to contact me if you have any questions.
Thank you,
[Your Name]
[Your Title]
[Your Company Name]
[Your Contact Information]
Email Example: Following Up on a Purchase Order
Subject: Following Up: Purchase Order [Your Company Name] – PO# [Purchase Order Number]
Dear [Supplier Contact Person],
I am writing to follow up on Purchase Order # [Purchase Order Number], which was sent on [Date Sent].
Could you please provide an update on the status of this order? We are expecting delivery by [Delivery Date].
If there are any anticipated delays, please let us know as soon as possible.
Thank you for your time.
Best regards,
[Your Name]
[Your Title]
[Your Company Name]
[Your Contact Information]
Email Example: Requesting a Change to a Purchase Order
Subject: Change Request – Purchase Order [Your Company Name] – PO# [Purchase Order Number]
Dear [Supplier Contact Person],
I am writing to request a change to Purchase Order # [Purchase Order Number].
We would like to [briefly explain the change, e.g., “increase the quantity of item X from 10 to 15 units” or “change the delivery address to…”]
Please confirm if you can accommodate this change and let me know if there will be any adjustments to the pricing or delivery schedule.
Thank you for your understanding.
Sincerely,
[Your Name]
[Your Title]
[Your Company Name]
[Your Contact Information]
Email Example: Canceling a Purchase Order
Subject: Cancellation – Purchase Order [Your Company Name] – PO# [Purchase Order Number]
Dear [Supplier Contact Person],
Please accept this email as notification that we are canceling Purchase Order # [Purchase Order Number].
[Provide a brief explanation for the cancellation, e.g., “Due to unforeseen circumstances, we are no longer in need of the items on this order.” or “We have found a more competitive supplier.”]
We apologize for any inconvenience this may cause.
Thank you for your understanding.
Sincerely,
[Your Name]
[Your Title]
[Your Company Name]
[Your Contact Information]
Email Example: Confirming Receipt of Goods
Subject: Goods Received – Purchase Order [Your Company Name] – PO# [Purchase Order Number]
Dear [Supplier Contact Person],
This email confirms that we have received the goods associated with Purchase Order # [Purchase Order Number] on [Date of Receipt].
[Optional: Briefly mention if everything arrived in good condition, or if there were any issues. Example: “The items arrived in good condition. We will notify you separately if there are any discrepancies.”]
Thank you for your prompt delivery.
Best regards,
[Your Name]
[Your Title]
[Your Company Name]
[Your Contact Information]
Email Example: Addressing Invoice Issues
Subject: Inquiry Regarding Invoice – Purchase Order [Your Company Name] – PO# [Purchase Order Number]
Dear [Supplier Contact Person or Accounts Payable Department],
I am writing regarding invoice [Invoice Number] related to Purchase Order # [Purchase Order Number].
[Clearly explain the issue. Examples: “There is a discrepancy between the invoiced amount and the purchase order amount.” or “We have not yet received the invoice for this purchase order.”]
Could you please clarify this matter and advise on how we can resolve this? We have attached a copy of the purchase order for your reference.
Thank you for your assistance.
Sincerely,
[Your Name]
[Your Title]
[Your Company Name]
[Your Contact Information]
Conclusion:
By using these email examples as a guide, you can create professional and effective communication. Clear emails that go with your purchase orders make it easier to get what you need, on time, and with fewer problems. Following these steps will help you build good relationships with suppliers and keep things running smoothly. Remember, the more clearly you communicate, the better!