Templates / Office & administration
Free original template · EnglishPurchase request template
Explain why an item is needed before a purchase is approved. Separate the requested item, estimated cost and review decision so this stays a request rather than an order sent to a supplier.
When this template is useful
Use this request before approval to explain the item, estimated cost and reason for the purchase. Keep the proposed purchase distinct from the review decision. It is not an order to a supplier. When the request is approved, use the approved specifications and the organization's purchasing process for the actual order.
- Describe a specification that a reviewer can recognize, including the unit and quantity.
- Calculate estimated subtotals manually and note whether tax, delivery or other costs are included.
- Approval of this internal request does not create a supplier purchase order or contract.
Before starting, decide who will use the record and which period or piece of work it covers. That keeps the entries focused when you return to it or share it with someone else.
What to fill in
Begin with the identifying details below. The examples show the level of detail to include; replace them with information that applies to your own task.
| Field | Example entry · fictional |
|---|---|
| Request reference / date | PR-2026-011 / 5 Nov 2026 |
| Team / requested by | Operations / Alex Morgan |
| Needed by / delivery location | 12 Nov 2026 / office |
| Budget source / currency | Office supplies budget / USD |
Business need and reason
Use the separate writing spaces to develop each part of the record. The prompts are: Purpose / current shortage / required specification.
Requested items
Use one row for each entry, keeping the same date, unit and naming conventions throughout. The columns are: Item / specification · Quantity / unit · Est. unit price · Est. subtotal · Notes.
Estimated total and additional costs
Use the separate writing spaces to develop each part of the record. The prompts are: Estimated total / tax and delivery basis / quotation reference.
Review and authorization
Use one row for each entry, keeping the same date, unit and naming conventions throughout. The columns are: Request check · Budget review · Final authorization.
See a completed example
All names, activities and amounts below are fictional. The downloadable copy keeps the example separate from your blank writing pages.
Business need and reason
Purpose / current shortage / required specification
Paper and folders are needed for next month’s information pack. The request covers the shortage after checking existing stock.
Requested items
| Item / specification | Quantity / unit | Est. unit price | Est. subtotal | Notes |
|---|---|---|---|---|
| A4 paper, 500 sheets | 3 reams | 6.00 | 18.00 | Estimate only |
| Folder, cardboard | 10 each | 1.50 | 15.00 | Estimate only |
Estimated total and additional costs
Estimated total / tax and delivery basis / quotation reference
Reference subtotal: 33.00 USD. Tax and delivery excluded. Enter the reviewer, decision and date after the actual review.
Review and authorization
| Request check | Budget review | Final authorization |
|---|---|---|
| Alex Morgan / 5 Nov 2026 | Awaiting review | Awaiting authorization |
Choose the right download
| Format | Best for | Before sharing |
|---|---|---|
| Printing on US Letter and writing by hand. This is a printable document, not an interactive PDF form. | Print the blank form and any needed continuation; leave out the example and guide. | |
| Excel XLSX | Typing into a spreadsheet. Blank, continuation and example sheets are separate. | Check the print preview and any supplied formula ranges before sharing. |
| Editable HTML | Typing into the downloaded file in a modern browser; no account required. | Use Save edited copy before closing. Print / Save PDF uses your browser's print dialog. |
HTML entries are not uploaded to this site. Save the edited file somewhere you can find it, because closing or refreshing before saving can lose changes. PDF and HTML editions do not calculate totals.
Spreadsheet calculations
Quantity × unit price produces the expected amount, with a total across the main and continuation sheets. Tax and delivery are not added automatically.
Where supplied, formula cells are marked separately from input cells. If you add rows or change the structure, check that the formulas still cover the records you intend to include.
Questions before you start
What if I need more space for purchase request?
Use the continuation included with the download. Add the main document reference and sheet number so the extra entries remain connected to the original record. Keep the same date and unit conventions.
Should I include the filled example when sharing?
No. Share your completed blank form and the continuation pages you actually used. Keep the fictional example and guidance for your own reference.
Is this an official or jurisdiction-specific form?
This is a general-purpose organizer. If an employer, authority or receiving organization specifies a form, use its current requirements. This download does not establish legal, tax or professional compliance.