How Do I Write an Email for Asking a PO from a Customer: A Step-by-Step Guide

Are you struggling with how to request a purchase order from a customer via email? Well, fear not my friend, as I have just the solution for you.

The process of requesting a purchase order through email can often be daunting and stressful. You want to come across as professional and confident, while also making it clear that you require the purchase order to proceed with the business deal in question.

Luckily, there are plenty of examples online that you can use as a guide to crafting the perfect email. From there, you can edit and personalize it to suit your specific needs and the customer you are dealing with.

Whether you are a seasoned business professional or just starting out, knowing how to write an effective email requesting a purchase order from a customer is a crucial skill. So, take advantage of the resources available to you and master the art of email communication.

In this article, we will walk you through the process step-by-step, so you can approach your next business transaction with confidence and ease. So, let’s get started!

The Best Structure for Asking a Purchase Order from a Customer via Email

Asking for a purchase order (PO) from a customer can be a nerve-wracking and delicate process. You want to balance being polite, professional, and concise in your email while clearly conveying your request. To be effective, your email must be structured in a way that is easy to read and understand. Here are some tips on how to structure your email to increase your chances of getting a purchase order from your customer.

1. Start with a courteous opening

Begin your email with a warm greeting and a thank you for your customer’s business. This opening sets the tone for your email and makes it clear you appreciate your customer’s support. Examples of suitable opening lines include:

  • Dear [Customer’s Name],
  • Hello [Customer’s Name],
  • Greetings [Customer’s Name],

2. Clearly state your request

The subject line and the first sentence of your email should make your request clear. This will let your customer know what your email is about right away and keep them from being confused or distracted. Examples of subject lines include:

  • Purchase Order Request
  • PO Inquiry
  • Request for Purchase Order

When you’re ready to state your request in the body of your email, be concise and clear. Explain what you are requesting, why you need it, and any relevant details such as delivery dates or quantities. Make sure to highlight any special offers, promotions, or discounts that you are offering that could encourage your customer to make a purchase. Being specific and straightforward in your language will increase the likelihood that your customer will understand and respond positively to your request.

3. Provide evidence of your credibility and trustworthiness

Your customers want to know that they are working with a reliable supplier and that they can trust you to provide them with quality products and services. In your email, you should highlight your strengths, such as your expertise or experience in the industry, any certifications or awards, or your customer satisfaction rates. You can also include testimonials or case studies from satisfied customers to demonstrate your credibility. Doing so will help build trust between you and your customer and make them more likely to do business with you.

4. Close with a clear call to action

End your email with a specific and actionable request. This could be asking your customer to reply with their purchase order, to schedule a phone call or meeting to discuss their order, or to sign up for your newsletter or promotional emails. Be sure to specify the deadline for their response if there is one. By doing so, you make it clear what you need from your customer and help them understand how they can proceed in the ordering process.

5. Use a professional signature

As a professional, your email signature can leave a lasting impression on your customer. Use a professional font and format your email signature in a way that is easy to read. Be sure to include your name, title, and contact information such as your email address, phone number, and website. Your signature should also include a friendly closing, such as “Best regards,” or “Sincerely,” followed by your name.

Writing an email asking for a PO can be stressful, but following these steps can help you structure your email in a way that will increase the likelihood of success. By being polite, clear, and professional in your writing, you can make it easy for your customer to say yes to your request.

7 Email Templates for Requesting PO from a Customer

Template 1: Requesting a Purchase Order for a New Business Contract

Dear [Customer Name],

We are pleased to inform you that we have a new business contract opportunity that aligns with your business needs. In this regard, please allow us to request a purchase order from you for the new contract. We would appreciate your prompt attention to this matter as the deadline for submitting proposals is rapidly approaching.

Your purchase order will enable us to proceed with the necessary preparations and deliverables on schedule. We are confident that we have the required expertise and experience to deliver a successful project for you, and we look forward to doing business with you.

Thank you for your cooperation in advance.

Best regards,

[Your Name]

Template 2: Requesting a Purchase Order for an Urgent Order

Dear [Customer Name],

We trust that you are well. This email is to bring to your attention that your recent order #11234 requires urgent processing, and we require your purchase order to proceed with its fulfillment. There is insufficient inventory that meets your specifications, and we need to order more materials. However, we cannot do this without your purchase order.

Please submit your purchase order at your earliest convenience to avoid any delays in fulfilling your order. If you have any questions or concerns, please don’t hesitate to contact us.

Thank you for your understanding and prompt action.

Best regards,

[Your Name]

Template 3: Requesting a Purchase Order for an Additional Service

Dear [Customer Name],

We hope this email finds you well. We would like to offer you an additional service to support your business needs, but we require your purchase order to proceed. This new service can help streamline your daily operations and improve performance, and we believe it would be of benefit to your business.

Please review the attached proposal and if you agree with the service offering, kindly submit your purchase order to us at your earliest convenience. Once we receive your purchase order, our team can promptly start working on implementing the new service for you.

Thank you for considering our recommendation, and we look forward to hearing from you soon.

Best regards,

[Your Name]

Template 4: Requesting a Purchase Order for a Renewal Contract

Dear [Customer Name],

We hope you are doing well. It is a pleasure to have worked with you on [previous contract/service], and we appreciate your business. We are reaching out to remind you that your current contract is up for renewal soon, and we require a purchase order to proceed with the renewal.

Please review the attached contract and, if you agree with the terms, submit your purchase order at your earliest convenience to avoid any potential disruption in service. If you have any questions or concerns regarding the renewal, please do not hesitate to contact us at any time. We would be happy to help you.

Thank you for your continued support, and we hope to continue our partnership for many years to come.

Best regards,

[Your Name]

Template 5: Requesting a Purchase Order for a Large Order

Dear [Customer Name],

We trust you are well. We are excited to see the growth in your business and thank you for choosing us as your service provider. We have recently received your order for [product/service] amounting to [amount]. Such a large order requires a purchase order before we can proceed with its fulfillment.

Please provide us with your purchase order at your earliest convenience to enable our team to process your order and meet the delivery timelines. We understand the importance of timely deliveries to your business, and we are committed to delivering high-quality products/services on time.

Thank you for your cooperation and trust in our services.

Best regards,

[Your Name]

Template 6: Requesting a Purchase Order for an Order Error Correction

Dear [Customer Name],

We are writing to acknowledge an error during the processing of your recent order #11236. We are sorry for any inconvenience that we may have caused, and we would like to rectify the situation by sending you the correct order as soon as possible. However, we can’t process the order correction without first receiving your purchase order.

Please submit a purchase order for the correct order as soon as possible to enable us to rectify the situation promptly. If you have any questions or concerns regarding the order or the corrections required, please feel free to contact us. We would be more than happy to help you and answer any queries you may have.

Thank you for your cooperation and understanding.


[Your Name]

Template 7: Requesting a Purchase Order for a Payment Issue

Dear [Customer Name],

We hope this email finds you well. We are writing to inform you that according to our records, your account balance is currently outstanding. We would like to rectify this situation as soon as possible and require your purchase order to proceed with reconciling the payment issue.

Please provide us with your purchase order for the outstanding balance as soon as possible to avoid any service disruption. If you have any questions or concerns regarding the payment, please do not hesitate to contact us. We would be more than happy to help you resolve any concerns or issues.

Thank you for your prompt attention to this matter.

Best regards,

[Your Name]

Tips for Writing an Email Asking for a PO from a Customer

Getting paid is the lifeblood of any business and invoicing clients is a crucial part of it. If you’re finding it difficult to receive a Purchase Order (PO) from a client, you may need to write an email requesting it. Here are some tips for crafting an effective email asking for a PO from a customer:

  • Be clear and concise: Start your email by introducing yourself and your company and explain why you are contacting the client. State the purpose of your email – requesting a PO – and be straightforward with them. Avoid using jargon and technical terms that they may not understand.
  • Provide essential details: In your email, include the specific details you need from the customer to create the PO. This typically includes the client’s billing address, contact details, tax ID number, item description, quantity, and cost, among other things. The more details you provide upfront, the more quickly and accurately the PO can be generated.
  • Be polite: While it’s important to be direct, you should also strive to be polite and courteous in your email. Use a friendly tone, thank them for their cooperation, and offer any assistance they may need in filling out the PO request. Establishing a positive relationship with your customer will ultimately help your business in the long term.
  • Follow up: If you do not hear back from the client after sending your request, don’t hesitate to follow up with them a few days later. The reason for their delay may be innocent, and a gentle reminder email can help keep things moving forward. Avoid sending too many follow-up emails, as this can annoy the customer and damage your relationship.
  • Use a professional email signature: Don’t forget to include a professional email signature. This should include your name, title, company name, and contact details. Your signature should also reflect your brand, so consider using your company logo or corporate colors.

In conclusion, requesting a PO from a client can be challenging, but it’s an essential part of running a business. By following the above tips, you can craft an effective email that will ensure you receive the necessary documentation from your customers, and ultimately get paid on time.

Frequently Asked Questions About Writing an Email to Ask for a PO

What is a PO?

A PO, or purchase order, is a commercial document issued by a buyer to a seller indicating the types, quantities, and agreed prices for products or services that the buyer will purchase from the seller.

Why is it important to ask for a PO?

Asking for a PO helps ensure that there is a clear agreement between you and the customer regarding what products or services you will be selling and at what price. It also provides a written record of the transaction, which can be important for accounting purposes.

How do I start the email?

You should start your email by addressing the customer and thanking them for their interest in your products or services. Then, explain that you require a PO in order to proceed with the transaction and provide any other relevant details.

What information should be included in the email?

In addition to requesting a PO, you should provide any relevant information about your products or services, including the prices and delivery times. You should also include contact information in case the customer has any questions or concerns.

How do I follow up after sending the email?

If you do not receive a response to your email within a reasonable amount of time, it is generally appropriate to follow up with the customer to ensure that they received your request. You can do this by sending a polite reminder email.

Do I need to include specific language in the email?

While there is no specific language that you are required to include in the email, you may want to consider using clear and direct language that is easy for the customer to understand. You can also consider including a brief explanation of the PO process if the customer is unfamiliar with it.

What should I do if the customer refuses to provide a PO?

If the customer refuses to provide a PO, you may need to consider whether or not you want to proceed with the transaction. In some cases, it may be possible to negotiate with the customer to find a mutually agreeable solution.

That’s it!

Congratulations! You made it to the end! Now, you know how to write an email for asking a PO from a customer. Just remember to keep it polite and clear, and include all the necessary information. Don’t forget to thank the customer in advance and show appreciation for their time and efforts. It’s been a pleasure sharing this with you, and I truly hope you found it helpful. Please feel free to visit again later for more interesting topics like this one! Thanks for reading!