Purchase requisition template
A purchase requisition form: items, quantity, estimated cost, vendor, reason and approval boxes.
- ๐บ๐ธ US format ยท Letter size
- Free
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Your company policy comes first
Approval steps and required fields vary by employer. If your company has its own form, use that one and treat this as a quick way to draft the same information.
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Purchase Requisition
| Manager | Purchasing |
| Requisition # | PR-2026-078 | Date | October 12, 2026 |
|---|---|---|---|
| Department | Engineering | Requested by | Casey Nguyen |
| Needed by | October 30, 2026 | Account or budget code | 6120 Computer equipment |
| Vendor | Contoso Business Supply (quote Q-55213, one of two quotes) | ||
| # | Description | Qty | Unit cost | Amount |
|---|---|---|---|---|
| 1 | 14-inch laptop, 32 GB RAM, 1 TB SSD | 4 | $1, | $6, |
| 2 | USB-C docking station | 4 | $189.99 | $759.96 |
| 3 | 3-year accidental damage coverage | 4 | $149.00 | $596.00 |
| ย | Estimated total | $7, | ||
| Reason for purchase | Four engineering laptops are more than five years old and fail several times a week. Replacing them removes the repair downtime and the models below match the standard build used by the rest of the team. |
|---|---|
| Notes | Two quotes attached. Contoso was lower by $212 and ships in five business days. |
October 12, 2026 Requested by: Casey Nguyen | |
How to use it
A purchase requisition asks for approval before anything is ordered. List each item with a quantity and unit cost in dollars; the table calculates the amounts and the estimated total. Put the vendor and quote number in the vendor line and the budget or account code if your company tracks spending that way.
The reason box is what the approver reads first, so say what the purchase is for and why now. The sign-off boxes default to Manager and Purchasing; change them to match who signs at your company.
Things to watch
Many companies set approval levels by amount, so the total decides who has to sign. Attach the quotes you compared. Once approved, Purchasing usually turns the requisition into a purchase order; the requisition itself is not an order to the vendor. Sales tax and shipping are not in the estimate unless you add them as items.
Calculators that go with this
Frequently asked questions
What is the difference between a requisition and a purchase order?
A requisition is internal: it asks your company for permission to buy. A purchase order goes to the vendor once the purchase is approved. Use the purchase order template for that step.
Should I include sales tax or shipping?
Only if your approver wants to see the full cost. Add them as their own item lines with a quantity of 1 so the estimated total includes them.
How many sign-off boxes do I need?
Match your company's approval chain. A small team often uses one box for the manager. Larger companies add Reviewed by and Approved by. Pick None if approvals happen by email and you only need the body of the form.
Is what I type saved anywhere?
No. Everything stays in your browser and nothing is sent to our server. If you refresh the page it is gone, so print, save a PDF or download the DOCX when you are done.