12 Sample Emails for Sending Purchase Orders to Suppliers

In the world of business, communication is key, and when it comes to purchasing products or services from suppliers, a clear and professional purchase order email is essential. Here are 12 sample emails that you can use as templates when sending purchase orders to your suppliers.

1. Straightforward Purchase Order

Subject: Purchase Order #XYZ for 100 Units of Product A

Dear Supplier,

Please find attached our purchase order #XYZ for 100 units of Product A. Kindly confirm receipt and provide an estimated delivery date.

Thank you.

Best regards, [Your Name]

2. Detailed Purchase Order with Specifications

Subject: Purchase Order #ABC for Customized Products

Dear Supplier,

We have placed a purchase order #ABC for customized products with the following specifications: [list specifications]. Please confirm and proceed accordingly.

Looking forward to your prompt response.

Best regards, [Your Name]

3. Urgent Purchase Order

Subject: Urgent Purchase Order #123 for Immediate Delivery

Dear Supplier,

We urgently need 50 units of Product B. Please find the attached purchase order #123 and arrange for immediate delivery.

Your prompt attention to this matter is highly appreciated.

Best regards, [Your Name]

4. Purchase Order with Payment Terms

Subject: Purchase Order #DEF with Payment Terms

Dear Supplier,

Please find our purchase order #DEF for 200 units of Product C. Payment will be made upon receipt of goods and inspection. Kindly confirm.

Thank you.

Best regards, [Your Name]

5. Purchase Order with Request for Discount

Subject: Purchase Order #GHI with Request for Discount

Dear Supplier,

We are placing a purchase order #GHI for a large quantity of Product D. We would appreciate a discount on this order. Please review and advise.

Thank you.

Best regards, [Your Name]

6. Follow-up on Previous Purchase Order

Subject: Follow-up on Purchase Order #JKL

Dear Supplier,

We have not received the shipment for our previous purchase order #JKL. Please provide an update on the status.

Thank you.

Best regards, [Your Name]

7. Purchase Order with Specific Delivery Date

Subject: Purchase Order #MNO with Specific Delivery Date

【AOTsend Email API】：AOTsend is a Managed Email Service for sending transactional emails. Support Email Types: reminders, authentication, confirmations, notifications, verification codes, invoices, password resets, account activations, billing statements, two-factor authentication (2FA), and one-time passwords (OTP) emails, etc. $0.28 per 1000 Emails. 99% Delivery, 98% Inbox Rate.

You might be interested in:
Why did we start the AOTsend project, Brand Story?
What is a Managed Email API, How it Works?
Best 25+ Email Marketing Platforms (Authority,Keywords&Traffic Comparison)
Best 24+ Email Marketing Service (Price, Pros&Cons Comparison)
Email APIs vs SMTP: How they Works, Any Difference?

Dear Supplier,

Please find our purchase order #MNO for Product E. We require delivery on [specific date]. Kindly confirm if this is feasible.

Thank you.

Best regards, [Your Name]

8. Purchase Order for Replacement Products

Subject: Purchase Order #PQR for Replacement Products

Dear Supplier,

We have received defective units of Product F. Please find the attached purchase order #PQR for replacement products.

Your prompt attention is requested.

Best regards, [Your Name]

9. Purchase Order with Additional Requirements

Subject: Purchase Order #STU with Additional Requirements

Dear Supplier,

Please find our purchase order #STU for Product G. Additionally, we require [list additional requirements]. Kindly confirm and proceed.

Thank you.

Best regards, [Your Name]

10. Purchase Order for Bulk Quantity

Subject: Purchase Order #VWX for Bulk Quantity

Dear Supplier,

We are placing a bulk purchase order #VWX for Product H. Please provide your best quote and delivery timeline.

Looking forward to your response.

Best regards, [Your Name]

11. Purchase Order with Special Packaging Requirements

Subject: Purchase Order #YZA with Special Packaging

Dear Supplier,

Please find our purchase order #YZA for Product I. We require special packaging as per our attached specifications. Kindly review and confirm.

Thank you.

Best regards, [Your Name]

12. Confirming Receipt of Purchase Order

Subject: Confirming Receipt of Purchase Order #BCD

Dear Supplier,

Thank you for acknowledging our purchase order #BCD. Please keep us updated on the progress and estimated delivery date.

Best regards, [Your Name]

Using these sample emails as templates, you can craft professional and clear purchase orders to your suppliers, ensuring smooth business transactions and efficient communication.