Purchase order templates by industry
The fields that matter on a purchase order change from trade to trade. A builder needs units of measure and a job site; a clinic needs catalog numbers and expiry dates. Here is what to include for 12 industries, with example lines and the free template layout that fits.
By the PO Template Maker editorial team · Last updated · Formulas checked against worked examples
Quick reference
| Industry | Template layout | Typical payment terms | Must-have field |
|---|---|---|---|
| Construction & contractors | Materials | Net 30, or COD for new suppliers | Job name and job-site ship-to address |
| Restaurants & food service | Standard | Net 7 to Net 14, or COD | Delivery day and receiving hours |
| Retail & e-commerce | Standard | Net 30 to Net 60 | Vendor SKU and your SKU |
| Manufacturing | Materials | Net 30 to Net 45 | Part number and drawing revision |
| Property management & maintenance | Services | Net 30 | Property and unit address |
| IT & software | Services | Net 30, annual prepay for licences | Licence term (start and end dates) |
| Medical & dental offices | Standard | Net 30 | Manufacturer and catalog number |
| Schools & nonprofits | Standard | Net 30 to Net 45 | Tax-exempt certificate number, where it applies |
| Agencies & professional services | Services | Net 30, milestones for projects | Scope of work or statement-of-work reference |
| Landscaping & grounds | Materials | Net 15 to Net 30 | Job address and drop location |
| Auto repair shops | Standard | Net 30 (monthly statement) | Repair order number |
| Events & catering | Services | Deposit, balance before event | Event date, venue and load-in time |
Typical terms are common starting points we see in small-business purchasing, not rules. Your vendor agreement decides the actual terms.
Purchase orders for construction & contractors
What to include
- Job name and job-site ship-to address
- Unit of measure on every line (sheet, ea, LF, CY)
- Delivery window and site contact
- Supplier quote number
- Job or cost code in the reference field
Example PO lines
- Drywall 5/8 in fire-rated 4 x 8 (60 sheet)
- Metal studs 3-5/8 in x 10 ft (120 ea)
- Ready-mix concrete 3,000 psi (8 CY)
Tip: Write one PO per job so material costs land on the right job, and note who on site may sign for deliveries.
Use the Materials (with units) layout: PDF · Excel · Word, or fill it in online.
Purchase orders for restaurants & food service
What to include
- Delivery day and receiving hours
- Case pack (e.g. 6 x #10 cans)
- Brand or acceptable substitutes
- Temperature requirements for cold items
- Back-door / loading dock instructions
Example PO lines
- Canola oil 35 lb jug (4 cs)
- Clamshell 8 oz hinged (2 cs of 250)
- Nitrile gloves, L (10 bx)
Tip: Check each delivery against the PO before the driver leaves; short-shipped or damaged cases are much easier to credit on the spot.
Use the Standard (goods) layout: PDF · Excel · Word, or fill it in online.
Purchase orders for retail & e-commerce
What to include
- Vendor SKU and your SKU
- Case quantity and cost per unit
- Ship window (start / cancel date)
- Resale certificate number, if buying for resale
- Labelling or barcode requirements
Example PO lines
- TOTE-01 canvas tote, natural (24 ea)
- MUG-12 stoneware mug 12 oz (48 ea)
- Display riser, 3-tier (2 ea)
Tip: Add a cancel date: if the vendor ships after it, you may refuse the goods, which protects seasonal stock.
Use the Standard (goods) layout: PDF · Excel · Word, or fill it in online.
Purchase orders for manufacturing
What to include
- Part number and drawing revision
- Material spec or grade
- Certificate of conformance requirement
- Unit of measure and tolerances
- Inspection on receipt
Example PO lines
- 6061-T6 aluminum bar 1 in dia x 12 ft (20 ea)
- Hex bolt M8 x 30 zinc (2,000 ea)
- Corrugated carton 18 x 12 x 10 (500 ea)
Tip: Quote the drawing revision on the PO so a part made to an old revision is clearly the vendor's problem.
Use the Materials (with units) layout: PDF · Excel · Word, or fill it in online.
Purchase orders for property management & maintenance
What to include
- Property and unit address
- Work order or ticket number
- Not-to-exceed amount for repairs
- Access instructions and tenant notice
- Certificate of insurance on file
Example PO lines
- HVAC service call, Unit 4B (1 visit)
- Replace water heater 40 gal incl. haul-away
- Gutter cleaning, 3 buildings
Tip: For repairs, write a not-to-exceed amount on the PO and require approval before the vendor goes over it.
Use the Services layout: PDF · Excel · Word, or fill it in online.
Purchase orders for it & software
What to include
- Licence term (start and end dates)
- Number of seats or devices
- Serial numbers for hardware
- Renewal and cancellation terms
- Who the licences are registered to
Example PO lines
- Laptop 14 in, 16 GB RAM (5 ea)
- Email security licence, 12 months (25 seats)
- Setup and imaging (5 hrs)
Tip: Put the licence end date in the PO notes and your calendar; auto-renewals are where IT budgets leak.
Use the Services layout: PDF · Excel · Word, or fill it in online.
Purchase orders for medical & dental offices
What to include
- Manufacturer and catalog number
- Lot or expiry requirements
- Unit of issue (box of 100, case of 10)
- Storage requirements
- Ship-to office and attention
Example PO lines
- Nitrile exam gloves, M (10 bx of 100)
- Disposable prophy angles (2 bx of 500)
- Sterilization pouches 3.5 x 9 in (4 bx)
Tip: Ask for minimum expiry dates on the PO (for example at least 12 months) so you don't receive short-dated stock.
Use the Standard (goods) layout: PDF · Excel · Word, or fill it in online.
Purchase orders for schools & nonprofits
What to include
- Tax-exempt certificate number, where it applies
- Grant or budget code
- Requisitioner and approver
- Delivery to a specific room or department
- Funding restrictions noted for the vendor
Example PO lines
- Copy paper, letter (10 cs)
- Chromebook charging cart (1 ea)
- Science lab kits, grade 6 (30 ea)
Tip: Record the grant or budget code on every PO so spending reports and audits tie back to the funding source.
Use the Standard (goods) layout: PDF · Excel · Word, or fill it in online.
Purchase orders for agencies & professional services
What to include
- Scope of work or statement-of-work reference
- Deliverables and due dates
- Hours or fixed fee per milestone
- Usage rights for creative work
- Client or project code
Example PO lines
- Freelance copywriting, landing page (fixed fee)
- Video editing (12 hrs)
- Stock footage licence (3 clips)
Tip: Issue the PO before work starts; freelancers who receive a PO number get paid faster because your AP team can match the invoice.
Use the Services layout: PDF · Excel · Word, or fill it in online.
Purchase orders for landscaping & grounds
What to include
- Job address and drop location
- Unit (yard, flat, pallet, bag)
- Plant sizes (1 gal, 3 gal, B&B)
- Delivery date and equipment access
- Substitution rules
Example PO lines
- Hardwood mulch (12 CY)
- Boxwood 3 gal (24 ea)
- Paver base gravel (6 ton)
Tip: Specify the drop location; a pallet of pavers on the wrong side of the house costs an hour of labour to move.
Use the Materials (with units) layout: PDF · Excel · Word, or fill it in online.
Purchase orders for auto repair shops
What to include
- Repair order number
- Vehicle year, make, model and VIN
- Part number and brand (OEM or aftermarket)
- Core charge, if any
- Return policy for unused parts
Example PO lines
- Brake pad set, front (1 ea)
- Rotor, front (2 ea)
- Core charge, alternator
Tip: Reference the repair order number so each part bills to the right customer job.
Use the Standard (goods) layout: PDF · Excel · Word, or fill it in online.
Purchase orders for events & catering
What to include
- Event date, venue and load-in time
- Guest count and final count deadline
- Rental items with quantities
- Delivery and pick-up times
- Damage and cancellation terms
Example PO lines
- Round table 60 in (12 ea)
- Chiavari chair, gold (96 ea)
- Linen, white 120 in round (12 ea)
Tip: Put the final-count deadline on the PO so changes after it are clearly at the vendor's discretion.
Use the Services layout: PDF · Excel · Word, or fill it in online.
The fields every purchase order needs
Whatever your industry, a PO should carry a unique PO number, the PO date, your company and the vendor, a ship-to address, a delivery date, payment terms, itemised lines with quantity and price, the total, your terms and an authorized signature. Start with the free purchase order template, then add the industry fields above to the notes or reference field.
Cite or reuse this guide
This page is published under CC BY 4.0. You may quote or adapt it, including commercially, with a link to potemplatemaker.com/purchase-order-templates-by-industry. It is general information, not legal, tax or procurement advice.