5 Great Purchase Order Email Templates To Copy & Paste

Sending a purchase order is a key step in any business transaction. It’s the official confirmation of what you're buying, how much it costs, and when you expect it.

Using a template for your PO emails makes the process faster and clearer. It ensures you include all the necessary details every time, so nothing gets missed.

Tips for Writing Purchase Order Emails

• Use a clear subject line. Make it easy to find and reference. Something like “Purchase Order #[Number] from [Your Company Name]” is perfect. It helps both you and your supplier track the order without digging through emails.
• Keep the email body brief. The email is just the cover letter; the attached PO has all the details. A simple message like, “Please find our purchase order attached for [Product/Service],” is enough to get the point across.
• Attach the PO as a PDF. Don’t just paste the order into the email. A PDF looks professional, keeps the formatting clean, and is easy for anyone to open, save, and print.
• State the next steps. Tell your supplier what you need from them. A simple request like, “Please confirm you’ve received this and let us know the expected shipping date,” prevents confusion and keeps the process moving.
• Double-check the details. Before you hit send, quickly scan the PO number, quantities, prices, and shipping address. A few seconds of proofreading can prevent costly mistakes and delays.

Types of Purchase Order Email Templates We Will Cover

1. New Order Confirmation Email Template
2. Order Acknowledgment Email Template
3. Order Shipment Notification Email Template
4. Order Cancellation Email Template
5. Order Follow-Up Email Template

5 Purchase Order Email Templates

1) New Order Confirmation Email Template

<template>

Subject: Purchase Order #[PO Number] from [Your Company Name]

Hello [Supplier Contact Name],

Please find our new purchase order, #[PO Number], attached to this email. This order is for [briefly describe the products or services].

Could you please confirm that you have received this PO and let us know the expected delivery date? If you have any questions or see any issues, please contact us right away.

We appreciate your partnership.

Best regards,

[Your Name]

[Your Title]

[Your Company Name]

[Your Phone Number]

[Your Email Address]

</template>

2) Order Acknowledgment Email Template

<template>

Subject: Confirmation of Purchase Order #[PO Number]

Hello [Customer Contact Name],

This email confirms we have received your purchase order #[PO Number] for [briefly describe the products or services].

We are reviewing the details and will begin processing your order. We anticipate shipping it by [Expected Shipping Date]. You will receive a separate notification with tracking information once it is on its way.

Thank you for your business. Please let us know if you have any questions.

Best regards,

[Your Name]

[Your Title]

[Your Company Name]

[Your Phone Number]

[Your Email Address]

</template>

3) Order Shipment Notification Email Template

<template>

Subject: Your Order #[PO Number] Has Shipped!

Hello [Customer Contact Name],

Good news! Your order associated with purchase order #[PO Number] is on its way. It was shipped via [Shipping Carrier] and you can follow its journey with this tracking number: [Tracking Number].

You can expect your delivery on or around [Expected Delivery Date].

Thank you for your business. If you have any questions about your shipment, please let us know.

Best regards,

[Your Name]

[Your Title]

[Your Company Name]

[Your Phone Number]

[Your Email Address]

</template>

4) Order Cancellation Email Template

<template>

Subject: Cancellation of Purchase Order #[PO Number]

Hello [Supplier Contact Name],

This email is to formally request the cancellation of our purchase order #[PO Number], placed on [Date of Order].

Unfortunately, we need to cancel this order due to [Reason for Cancellation]. We apologize for any inconvenience this may cause.

Please confirm that you have received this cancellation request and that the order has been voided. Let us know if there are any steps we need to take on our end.

Thank you for your understanding.

Best regards,

[Your Name]

[Your Title]

[Your Company Name]

[Your Phone Number]

[Your Email Address]

</template>

5) Order Follow-Up Email Template

<template>

Subject: Follow-Up on Purchase Order #[PO Number]

Hello [Supplier Contact Name],

I'm writing to follow up on purchase order #[PO Number], which we sent on [Date of Original Order]. We haven't received a confirmation yet and wanted to check in on its status.

Could you please confirm that you have received the order and provide an estimated shipping date? A copy of the original PO is attached for your convenience.

Please let us know if you have any questions.

Best regards,

[Your Name]

[Your Title]

[Your Company Name]

[Your Phone Number]

[Your Email Address]

</template>

What About Using Flodesk?

While these purchase order email templates provide a solid foundation, managing these communications is far simpler with the right platform. Flodesk offers small businesses an intuitive way to handle their email marketing, helping you grow and monetize your list. You can design, send, and automate emails that connect with your audience and support your business goals—all without needing any background in coding or design.

Flodesk is built to help both newcomers and seasoned marketers send effective, well-designed emails in a straightforward way. With a user-friendly email builder, capable automations, and clean forms, we provide all the essentials for your email marketing. It's everything you need to get the job done, without the unnecessary complexity.

Wrapping Up

Using clear templates for your purchase orders streamlines a critical part of your business operations, ensuring consistency and professionalism in every transaction.

Ready to manage your business communications with intention? Sign up for Flodesk to start sending emails that look as good as your work.