How to Write a Purchase Order Email (Templates + Examples)
The complete guide to writing purchase order emails to suppliers - subject lines, structure, and ready-to-use templates
What Is a Purchase Order Email?
A purchase order email is the message a buyer sends to a supplier with the purchase order attached, stating what is being ordered, the PO number, delivery expectations, and a request for purchase order acknowledgment. The email is the cover note; the attached PO PDF is the binding document.
Purchase Order Email Structure
A professional PO email has five parts:
- Subject line - 'Purchase Order [PO-Number] - [Your Company]'
- Greeting and context - supplier contact name, reference to quote or discussion
- Order summary - what is being ordered, key line items, total value
- Delivery expectations - required-by date, ship-to address, Incoterms
- Acknowledgment request - ask the supplier to confirm acceptance by return email
Purchase Order Email Template
Subject: Purchase Order PO-2026-0042 - Acme Manufacturing
Hi [Supplier Contact],
Following our discussion and your quotation QUO-1188 dated August 10, please find attached Purchase Order PO-2026-0042 for:
- 500 kg Grade A 12mm steel rods at $2.10/kg
- Total order value: $1,050 plus freight and tax
- Required delivery: September 15, 2026
- Ship to: Acme Manufacturing, Houston warehouse
Please review the attached PO and confirm acceptance by return email within 3 business days, including your confirmed delivery date.
Payment terms: Net 30. Incoterms: FOB Origin.
Thanks,
[Buyer name]
Acme Manufacturing
Purchase Order Email Subject Lines
The subject line determines whether the supplier opens and acts on the email quickly:
- 'Purchase Order PO-2026-0042 - Acme Manufacturing' (standard)
- 'PO-2026-0042 - 500 kg Steel Rods - Delivery by Sept 15' (adds urgency)
- 'Action required: Purchase Order PO-2026-0042 attached' (drives acknowledgment)
Always include the PO number in the subject line - it lets the supplier file, forward, and reference the email without opening it.
Purchase Order Email Best Practices
- Attach the PO as a PDF, not a Word or Excel file - PDFs are tamper-proof
- Reference the supplier's quote number so both sides link the documents
- State the acknowledgment deadline explicitly (e.g. 3 business days)
- Include your contact details for questions
- For recurring orders, use a consistent template so suppliers process faster
- Log the email in your procurement system for the audit trail
Frequently Asked Questions
What should a purchase order email include?
A purchase order email should include a clear subject line with the PO number, a greeting to the supplier contact, a summary of what is being ordered with the total value, delivery expectations (date, ship-to, Incoterms), a request for the supplier to acknowledge the PO by a deadline, and your contact details. Attach the PO as a PDF.
What is the best subject line for a purchase order email?
The best purchase order email subject line includes the PO number and your company name: 'Purchase Order PO-2026-0042 - [Your Company]'. Adding the delivery date or an action request ('Action required') increases supplier response speed.
Should the purchase order be attached or pasted in the email?
Attach the purchase order as a PDF. PDFs are tamper-proof, print-ready, and preserve the PO number, signatures, and terms exactly. Never paste the PO into the email body - formatting breaks and the audit trail is lost.
How do I ask a supplier to acknowledge a purchase order?
Ask directly: 'Please review the attached PO and confirm acceptance by return email within [3] business days, including your confirmed delivery date.' See purchase order acknowledgment for why acknowledgment matters.
Can I send purchase orders automatically instead of by email?
Yes. Procurement tools send POs directly to suppliers through a portal or a unique link, with automatic acknowledgment tracking - no email required. AuraVMS does this for SMBs from $4.99/month, so suppliers see the PO online and acknowledge it with one click.