Purchase Requisition Form (Free PDF)
The form somebody fills in before a purchase order exists: what is needed, what it is for, which budget pays and who signed it off.
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A requisition is the internal request that comes before an order. This one starts with the requisition number, the date it was raised and the date the goods are needed, then a block for the requester: name, department, job title, contact, the budget code or cost centre it should be charged to, the project reference, where it should be delivered and any supplier already in mind. The point of those fields is that whoever approves it can do so without a single follow-up email.
The middle of the page is the item table, twelve rows or sixteen, with columns for the item or service, a specification or part number, quantity, unit, estimated unit price and estimated line total. Underneath, a box asks why it is needed and what happens if it is not bought, which is the question an approver actually wants answered. Beside it sit four totals: estimated goods, tax if known, delivery and the estimated total.
The bottom of the sheet is the approval trail. Tick boxes record how urgent the request is and whether quotations are attached, then a three-row table takes the line manager, the budget holder and purchasing or finance, each with a name and role, a signature, a date and an approved box. Every field is fillable, so a requester can type the form, email it for signature, or print it for a clipboard. It fits on one page in US Letter or A4.
