Purchase Orders: Writing Your First Letter of Request

You’re very excited about the talk you had with your supervisor the other day about taking on more responsibility around the office. However, this morning he comes by your desk and tells you he needs a purchase order created. You nervously tell him “No problem” before sweating bullets at your desk. What is he talking about?

Don’t worry, you’ll be a purchase order aficionado in no time! First things first, a purchase order is simply a document that authorizes you to purchase goods. Find your company’s standard purchase order form. This should be available in the Accounting department, most likely Accounts Payable.

Once you have the form, figure out exactly what supplies are needed for your company. For instance, if your company sells laptop computers, how many do you need? Is there a certain brand that needs to be stocked? How about computer mice and other accessories? Make sure you are thorough and don’t be afraid to ask your supervisor questions. Be specific, and once you have the facts written or typed down verify the items needed for accuracy.

Next, you’ll need to start writing that request, which will most likely go to a higher executive or third party individual for approval. If you are unsure who the letter will be going to, verify with your supervisor or start the letter off by saying “Dear Sir” or “To Whom It May Concern“.

Start writing your letter of request. A successful purchase order will express why the recommended action is needed in the first sentence. Don’t beat around the bush. Be direct, formal (since this is your first rodeo), and polite above all else. It should take a small number of sentences to state your intentions.

Once you’ve stated the purpose of the document, let the approver know why this purchase order is important to the company and not important for you. For instance, if you were to request a popular computer that sells well you might say “This model has been one of our highest-selling laptop computers for the past 6 months,” rather than explaining how much you need to move up in the company.

Once you finish your letter with your name and contact information, give your document a couple lookovers. A common overlooked aspect of writing a formal letter of request is that you need to include a date by which you hope to have an answer. If you leave this out, the approver may think you are not serious about getting the job done and that’s the last thing you want. Tidy up your document so that it is only one page long.

When you’re ready to send your request out, make a copy of the request or simply document the purchase order request in an Excel spreadsheet. Documentation is key in business, and if you plan on writing more than one letter of request or reviewing the details of the purchase order you’ll need the reference for later use.

Don’t overstress your first purchase order. No one is perfect. With a little co-worker encouragement and determination to follow these guidelines, you’ll be making great strides towards that empty office in the corner you’ve been eyeing!