Free order acknowledgement template (purchase order confirmation)
When a buyer sends a purchase order, the supplier should confirm it in writing: what it will deliver, at what price and when, and whether anything differs from the order. This sheet repeats each PO line next to the confirmed quantity, price and ship date, marks the lines that change, and states the Incoterms rule, payment terms and documents, so both sides start production with the same understanding.
Download .xlsxAll free templates →
What the template covers
- Supplier and buyer, acknowledgement number and date, PO number and date
- Each PO line with item, ordered quantity and ordered unit price
- Confirmed quantity, unit price and ship date for each line, with the amount by formula
- A change flag on each line where the confirmation differs from the PO, by formula
- Incoterms rule and named place, currency and payment terms
- Packing, documents and inspection, as agreed
- Notes on any change and what the buyer needs to accept
- Supplier's signature and the buyer's acceptance of the changes
Sources
Guides on this topic
Why confirm a purchase order
A written acknowledgement shows that the supplier accepted the order and on which terms. It catches mistakes early, such as an old price, a quantity that does not fit full cartons or a ship date the factory cannot meet, and gives both sides one reference for production, the proforma invoice and the commercial invoice.
Changes are a counter-offer
Under the UN Convention on Contracts for the International Sale of Goods (CISG), where it applies, a reply that adds to or changes the terms is a rejection and a counter-offer if the changes are material, for example the price, payment, quality and quantity, place and time of delivery, liability or dispute settlement. So when the acknowledgement changes a line, mark it clearly and ask the buyer to accept the change in writing.
Line by line, with the same references
Keep the buyer's PO line numbers and item codes, show the ordered and confirmed values side by side and let the sheet flag the differences. Repeat the Incoterms rule and named place, the payment terms, the packing and the documents required, and use the same references later on the proforma invoice, the commercial invoice and the packing list.
Common questions
What is an order acknowledgement?
The supplier's written confirmation of a purchase order, stating the items, quantities, prices, delivery dates and terms it accepts, and any changes.
Is an order acknowledgement the same as a proforma invoice?
Not exactly. An acknowledgement confirms the buyer's order; a proforma invoice states the price and terms, often to request payment or an import licence. Many suppliers send both, with the same references.
What if the confirmed terms differ from the PO?
Mark the changes clearly and ask the buyer to accept them in writing. Under the CISG, where it applies, material changes make the reply a counter-offer rather than an acceptance.
When should the supplier send the acknowledgement?
As soon as possible after receiving the purchase order, and before buying materials or starting production.
Does the template calculate the amounts?
Yes. It multiplies the confirmed quantity by the confirmed unit price for each line, totals the order and flags lines where quantity, price or date differ from the PO.
More free tools
Triplicate is free and keeps getting better. Found it useful? Support Triplicate ♥
Prefer no ads? Pro removes all ads · $1/month