A Purchase Request Form is used to indicate the details and quantity of the item or product being purchased at a particular date. There should be enough specification as to why the purchaser needed such material, either for the company or for personal use. The form may also include the product’s measurements or a few technical drawings if the company prefers intricate descriptions for documentation purposes. This form should be handed over to the assigned staff, who in turn should have legal authorization to acquire the requested item.
For samples of Purchase Request Forms, browse through the website and download the desired templates in Word (.doc) or in PDF formats.
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Importance of Purchase Request Forms
Purchase Request Forms are important to enable efficient communication between the purchaser and the establishment with regard to where the transaction is to take place. The form should be well documented for the purpose of evidence of purchase, which should be done with the member or the employee’s name. These request forms will also be an asset for the company to have a clear view of where their budget is heading.
A service may also be requested by a client. To legally file a request, the client needs to fill up a Service Request Form, provided by the company but examples of which can also be downloaded here.
Quick Tips for Purchase Requesting
- Be very specific. Write the product’s description, price, and functions, and attach illustrations if you must, to be clear with what type of item you are requesting from the company.
- Communicate. If the company needs more explanations of what was on your form, negotiate with them. You may also request for the transaction to be issued through a check with the help of a Check Request Form.
- Time-frame. A month or a few months will do for your request to be fulfilled. Avoid being too impatient with the item and remember that it is not you who will pay for the price but the company.
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Sample Purchase Request Form
Vital Parts of a Purchase Request Form
- Company name and address. The company’s full name and address should be seen at the top of the request form.
- Request date. Mark the date when you were able to make your request form.
- Write your purpose. Some companies grant this area as optional, but it is highly recommended to indicate why you needed the item.
- Item description. Specify what is the item being purchased and how much is the needed amount to pay for the vendor.
- Signatures. An authorized individual will have to sign the form for it to be processed by the company.
- Purchase expiration. This is where the company or organization prints the specific date when your purchase is no longer valid. Most companies allow a year of purchase validity while some only give a maximum of three (3) months.
Granting a Purchase Request Form requires trust within the company and the purchaser. Adequate information should be stated with true and legal documents.
There are some instances when the company will not seem to take focus on the requestor’s submitted form. In this case, he may follow up with an Action Request Form. This type of request form grants the user or the requestor to know if his request was approved or disapproved.
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