Purchase Order Template for Word
Purchase order template for Word
This is a ready-to-use purchase order laid out as a standard Microsoft Word document (.docx) — the same file format Word uses by default, so there’s no conversion step and no compatibility warning when you open it. It covers the fields any purchase order needs: a PO number and date, buyer and vendor details, a line-items table, payment and delivery terms, and a signature block, all pre-formatted so the columns, spacing and fonts already look right the moment you open the file.
Because it’s a native .docx, it behaves exactly like any other Word document you’ve edited before — you click into a field, type over the placeholder text, and the formatting stays intact. There’s nothing to unlock, no template gallery to browse, and no add-in to install; download the file and it opens straight into editing mode.
How to open and edit this template in Word
Opening the file. Download the .docx file and double-click it — it will open in whichever version of Word you have installed (desktop, Microsoft 365, or Word for Mac). If you don’t have Word installed, you have two free options: open it in Word Online by uploading it to OneDrive and choosing “Open in Word” from a browser, or upload it to Google Docs, which reads .docx files natively and lets you edit, comment and export from there without ever installing Word.
Editing the placeholder fields. Every field that needs your input is
wrapped in square brackets, like [Vendor Name] or [PO-0001]. Click
anywhere inside the brackets, select the full bracketed phrase, and type
your replacement — Word will carry over the existing font, size and
alignment automatically, so you don’t need to reformat anything as you
go. Work through the document top to bottom: PO number and date first,
then buyer and vendor details, then the line-items table, then payment
terms, then signatures.
Working with the table. The line-items table already has the right column widths for Item, Description, Qty, Unit Price and Total. To add a row, click into the last cell and press Tab — Word inserts a new row with matching borders and spacing. To remove a row, select it and use Table Tools > Delete > Rows. If a long item description wraps awkwardly, drag the column border rather than resizing the whole table, so the other columns stay untouched.
Formatting tips. Keep the same font throughout for a professional look — if you paste text in from elsewhere, use Ctrl+Shift+V (or Cmd+ Shift+V on Mac) to paste without formatting, then Word will apply the template’s existing style instead of carrying over mismatched fonts. Avoid manually resizing the page margins; the template is set up to print cleanly on US Letter and A4 without adjustment.
Saving and sharing. Once every field is filled in, save the file (Ctrl+S or Cmd+S) and keep the .docx as your editable master copy. If you need a version that can’t be accidentally edited by the vendor — for example, before emailing it out for signature — use File > Save a Copy > PDF in Word, or simply download the matching PDF version of this template directly from this page instead of exporting one yourself.
Once it’s filled in and saved, you’ll have a polished purchase order ready to send, with a Word master copy you can duplicate and reuse for every new order.
FAQ
Does this purchase order template work in Word for Mac?
Yes. The .docx file uses standard Word formatting — no macros, no Windows-only fonts — so it opens and edits identically in Word for Mac, Word for Windows and Microsoft 365. The table, fonts and spacing look the same on both platforms.
Can I edit this template without owning Microsoft Word?
Yes. Upload the .docx file to Google Docs (File > Open, or drag it into Google Drive) or open it directly in Word Online with a free Microsoft account, and it will keep its formatting. LibreOffice Writer and Apple Pages also open .docx files without conversion.
Why do the bracketed placeholders look like [Vendor Name] instead of blank fields?
Square brackets mark exactly what to replace — click anywhere inside a bracketed placeholder, select the whole bracket including "[" and "]", and type your own text over it. This avoids leaving stray blank lines or misaligned table cells that plain blank fields often cause in Word.
How do I turn my finished Word document into a PDF?
In Word, go to File > Save a Copy (or Export) and choose PDF as the file type — this keeps your fonts and table layout exactly as shown. Alternatively, skip that step entirely and download the ready-made PDF version of this same purchase order directly from this page.
Will the line-items table break if I add more rows in Word?
No. Click into the last cell of the table and press Tab to add a new row automatically — Word extends the existing borders and column widths, so the table stays aligned as you add or remove line items.