Packaging materials purchase order template
Packaging materials purchase order template: printed mailers, cartons, void fill and envelopes by inside size and board grade, with pallet quantities.
Templates by industry
- Printed mailer boxes, 330×230×80 mm, one-colour logo
- Double-wall cartons, 600×400×300 mm, bundles of 25
- Paper void fill, 500 m rolls
- Padded mailer envelopes, A4, cartons of 100
Preparation guide
Example workflow
Match the quotation
Example: take "Printed mailer boxes, 330×230×80 mm, one-colour logo" from the supplier's quotation and copy its quantity, unit price and specification exactly.
Approve and send
Confirm the delivery date and address for every line, including "Padded mailer envelopes, A4, cartons of 100", then sign the authorized-by line and send the order.
Receive and reconcile
When the goods arrive, check them against the order, then match the supplier's invoice to the order number before paying.
What goes inside decides what you order. A box two centimetres short is useless, and one two centimetres too deep makes the carrier charge for air. A packaging order therefore starts from inside dimensions and board grade, adds the printing, and ends with quantities that fit the supplier’s pallets. This template lists those details by line and leaves room for the lead time of printed items, which is longer than plain stock.
Fields to prepare
- Deliverables and line items
- Printed mailer boxes, 330×230×80 mm, one-colour logo, Double-wall cartons, 600×400×300 mm, bundles of 25, Paper void fill, 500 m rolls, Padded mailer envelopes, A4, cartons of 100: state the quantity, unit and agreed price for each line, as the supplier quoted it.
- Printed mailer boxes, 330×230×80 mm, one-colour logo
- Send a print-ready file and state the ink colour; ask for a proof to approve, since a logo printed 5 mm off-centre cannot be undone on 2,000 boxes.
- Double-wall cartons, 600×400×300 mm, bundles of 25
- Give inside length, width and height in that order and the board grade; carriers also price by the outside size, so ask for it as well.
- Paper void fill, 500 m rolls
- Rolls are sold by length and by paper weight; write both, and count how many parcels a roll covers so that the quantity is not a guess.
- Padded mailer envelopes, A4, cartons of 100
- Give the usable inner size, because the quoted size often includes the flap, and name the padding type if it matters.
- Supplier and quotation
- Name the supplier and quote the number of the quotation this order accepts, so each price can be traced to the offer.
- Delivery
- Give the delivery date, the address the goods go to, the shipping method and who receives them.
- Scope to agree
- Give inside dimensions in millimetres, the board grade, whether printing is plain or one-colour, and the quantity the supplier needs per pallet or bundle.
Before sending
- Does “Printed mailer boxes, 330×230×80 mm, one-colour logo” match the supplier’s quotation in specification, quantity and price?
- Are a delivery date and a receiver agreed for “Double-wall cartons, 600×400×300 mm, bundles of 25”?
- Has the budget holder approved the spend on “Paper void fill, 500 m rolls”?
Show 4 more
- Does “Padded mailer envelopes, A4, cartons of 100” match the supplier’s quotation in specification, quantity and price?
- Check the supplier's quotation number, the delivery date and address, and who approved the order.
- Check that each quantity, unit and unit price matches the supplier's quotation.
- Give the order a number of its own, so the supplier can quote it on the delivery note and the invoice.
Worked example with sample figures
The figures below are invented to show how the template adds up: 4 lines in USD, with an example tax rate of 8%.
| Item | Quantity × unit price | Amount |
|---|---|---|
| Printed mailer boxes, 330×230×80 mm, one-colour logo | 2,000 × $0.62 | $1,240.00 |
| Double-wall cartons, 600×400×300 mm, bundles of 25 | 400 × $1.90 | $760.00 |
| Paper void fill, 500 m rolls | 24 × $14.00 | $336.00 |
| Padded mailer envelopes, A4, cartons of 100 | 30 × $31.00 | $930.00 |
| Subtotal | $3,266.00 | |
| Sales tax (8%) | $261.28 | |
| Total | $3,527.28 | |
Order value $3,266.00, sales tax $261.28, order total $3,527.28.
- The order accepts quotation Q-PK-7305.
- Delivery is due 12 days after the order date.
What the document must show
These details make a purchase order easier to approve and to file.
- Your company name and address as the buyer
- The supplier's name and address
- Order number and date
- Each item with quantity, unit price and amount
- Delivery date, delivery address and shipping method
- Payment terms and the total, with tax shown separately
- Who authorized the order
The sales tax depends on where the work is supplied, so set the rate that applies to your customer before sending.
Official rate reference: US government: state and local taxes
Frequently asked questions
Why is the supplier asking for a larger quantity than I need?
Printed boxes are made in runs, and the minimum often matches a pallet or a press set-up. Ask what the next quantity down costs per piece; sometimes the minimum is cheaper than a small run plus the set-up.
How should delivery in several drops be written?
List each drop as a date and quantity in the notes, and say who pays for storage if the supplier holds the rest. A single pallet is easier to receive than four, and your own stockroom may hold only half of the order.
How is the sales tax worked out on this purchase order?
The worked example above uses an example rate of 8%: $261.28 on a net amount of $3,266.00, for a total of $3,527.28. The editor recalculates all three when you change a quantity, a price or the country.
Is this template free?
Yes. You can fill in this template and print it or save it as a PDF without an account, and there is no payment step and no watermark on the document. Saving it to your account and downloading Excel or Word files need a free account.
Can I add my logo and signature?
Yes. The From section of the editor has a place for your company logo and for a signature or seal image. Uploading a picture needs a free account, and a member can keep both in settings so that every new document starts with them.
Read next
Reading for the Packaging materials purchase order template: Quote, proforma, invoice, receipt, credit note: which to use and Invoice numbering: sequences and corrections. When the goods arrive, match them to this order with the Delivery note template.