Free purchase order change notice template (PO amendment)
Orders change after they are placed: a quantity goes up, a colour is dropped, a ship date moves. Changes agreed in a long email thread invite mistakes. A change notice lists each change against the original PO line, with the old and the new value, shows how the order total changes and asks the supplier to confirm. This sheet does that and keeps a numbered record of every change to the order.
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What the template covers
- Buyer and supplier, PO number and date, change notice number and date
- Reason for the change and the date by which the supplier should reply
- Each change: PO line, item and what changes (quantity, price, ship date, specification)
- Old and new quantity, unit price and ship date for each line
- Difference in amount per line, the change in the order total and the new order total, by formula
- Other changes (specification, packing, Incoterms, payment, documents); all other terms unchanged
- Related documents to update: proforma invoice, letter of credit, booking, insurance
- Issued by the buyer, and confirmed by the supplier with name, signature and date
Sources
Guides on this topic
Why use a written change notice
A purchase order is part of the contract, so changing it needs the agreement of both sides. A numbered notice that refers to the PO line, states the old and the new value and is confirmed by the supplier avoids arguments later about which version applies, and gives production, shipping and accounts the same information.
What the law says about changes
Under the UN Convention on Contracts for the International Sale of Goods (CISG), where it applies, a contract can be modified by the mere agreement of the parties (article 29). If a written contract says that changes must be made in writing, they cannot be agreed in another way, although a party may be prevented by its own conduct from relying on that clause when the other party has relied on that conduct. Check the change clause in your own terms and conditions.
Update the related documents
A change in quantity, price or date often affects other documents: ask for a revised proforma invoice, have a letter of credit amended before the goods ship if its amount, quantity or dates no longer fit, update the booking and the cargo insurance, and make sure the commercial invoice and the packing list match the changed order.
Common questions
What is a purchase order change notice?
A document from the buyer to the supplier that changes an issued purchase order, listing each change with the old and the new value and asking the supplier to confirm.
Does the supplier have to accept a change?
A change to the contract needs the agreement of both parties, unless the contract allows one party to make certain changes. Ask the supplier to confirm in writing.
Should I issue a new purchase order instead?
Some companies issue a revised PO with a revision number. Either way, refer to the original PO number and keep a record of what changed and when.
What if a letter of credit is already open?
Ask your bank to amend the letter of credit if the change affects its amount, quantity, dates or documents. The supplier, as beneficiary, has to accept the amendment.
Does the template calculate the new total?
Yes. It works out the difference in amount for each changed line and adds it to the original order total to give the new order total.
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