Purchase requisition form template
Let staff ask to buy something before anyone orders it: what it is for, the items and estimated cost, the budget code and, for bigger purchases, how it is being bought.
23 questions · about 4 min · logic · file upload · e-signature
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Your name
Work email
Department
What is it for?
Supplier
The shop, website or company. Write “not sure” if you want purchasing to choose.
Link to the product or quote
What you get back
Every response lands in your results the moment it is sent. Turn on email notifications and each one arrives like this, and the same answers become a row in your spreadsheet.
From PulseFormCreator
Subject New response to Purchase requisition
- Your name
- Hannah Liu
- Work email
- hannah.liu@example.com
- Department
- Facilities
- What is it for?
- Two sit-stand desks for the front office, replacing desks with broken height motors.
- Supplier
- Metro Office Supplies
- Link to the product or quote
- https://example.com/desks/sd-140
and 12 more answers
| submitted_at | Your name | Work email | Department | What is it for? | Supplier |
|---|---|---|---|---|---|
| 2026-09-22T09:41:00.000Z | Hannah Liu | hannah.liu@example.com | Facilities | Two sit-stand desks for the front office, replacing desks with broken height motors. | Metro Office Supplies |
The first 6 of 33 columns. Export to CSV or Excel, or send each response to Google Sheets, Notion, Airtable, Slack or a webhook as it arrives, all on the free plan. The answers above are made up.
What this form asks, and why
The last column shows how many of the 10 real requisition forms we read ask the same thing.
| Question | Why it is there | Real forms |
|---|---|---|
| Your name Required | Who purchasing goes back to, named on 8 of 10 forms. | 8 of 10 forms |
| Work email Required | Where the decision or purchase order number goes. | 2 of 10 forms |
| Department Required | Decides the approver and often the budget. | 4 of 10 forms |
| What is it for? Required | Asked on 5 of 10 forms. Approvers need the reason as much as the items. | 5 of 10 forms |
| Supplier Required | Named on 8 of 10 forms. Purchasing checks whether the supplier is set up. | 8 of 10 forms |
| Link to the product or quote | In place of a catalogue number or a printed web page. | 2 of 10 forms |
| Item Required | One line per item, with any part number in the same box. | 9 of 10 forms |
| Quantity Required | Asked on 10 of 10 forms. | 10 of 10 forms |
| Unit price (estimate) Required | An estimate is fine. It feeds the running total. | 9 of 10 forms |
| Add another item? | A second item only when there is one, instead of ten empty rows. | Our own recommendation |
| Second item Required Only when “Add another item?” is Yes | Shown after a yes. More than two? Attach the list below. | 9 of 10 forms |
| Second item quantity Required Only when “Add another item?” is Yes | Counts towards the total. | 10 of 10 forms |
| Second item unit price (estimate) Required Only when “Add another item?” is Yes | The second line of the estimate. | 9 of 10 forms |
| Tax, shipping and fees (estimate) | Kept separate, as on 4 of 10 forms, because it is where totals go wrong. | 4 of 10 forms |
| Account or budget code Required | On 9 of 10 forms, even the supplies order with no prices. | 9 of 10 forms |
| If a grant pays for this, its grant or project number | Grant money has its own buying rules. Blank otherwise. | 1 of 10 forms |
| How is it being bought? Required Only when the total total is 5000 or more | Shown from $5,000, where thresholds decide how many quotes you need. | 2 of 10 forms |
| Quotes, a catalogue page or a longer list | Proof of price, as on 5 of 10 forms. Required once someone says they have quotes. | 5 of 10 forms |
| Why can only this supplier provide it? Required Only when “How is it being bought?” is Only one supplier can provide it | Only one supplier will do? That needs a written reason. | 2 of 10 forms |
| Needed by | Purchasing plans lead time around it. | 3 of 10 forms |
| Deliver to | Building and room, so the parcel does not sit at reception. | 2 of 10 forms |
| Declaration Required | “I have not placed this order” stops requisitions after the fact. | 3 of 10 forms |
| Your signature Required | On 4 of 10 forms. The response records when it was sent. | 4 of 10 forms |
What we left out
- Approval signatures. 7 of 10 forms have a supervisor block. Approvers act after it is sent.
- Supplier address, phone and fax. On 7 of 10 forms. A name or a link is enough for purchasing to find them.
- Requisition or PO number. Purchasing assigns it, in the office blocks on 6 of 10 forms.
What 10 real requisition forms ask
In September 2026 we read 10 requisition forms that organisations use today (US 10) and recorded every field. This is how often each one appears. It is part of the Form Field Index.
The 10 forms we read
- U.S. General Services Administration (GSA Form 49) · federal government agency, US
- Pacific Lutheran University · university, US
- Palo Verde College · community college, US
- East Texas Baptist University · university, US
- Wright State University, College of Science and Mathematics · university, US
- University of Pennsylvania, Department of Neuroscience · university department, US
- University of Washington, Center on Human Development and Disability · university research centre, US
- Vanderbilt University, Department of Psychology · university department, US
- Springhill Church · church, US
- Cheboygan-Otsego-Presque Isle Educational Service District · regional education service agency, US
How the form changes as people answer
Most people see a shorter form. These questions and screens only appear when an answer calls for them.
-
When “Add another item?” is Yes
shows “Second item”, “Second item quantity”, “Second item unit price (estimate)”
-
When the total total is 5000 or more
shows “How is it being bought?”
-
When “How is it being bought?” is Only one supplier can provide it
shows “Why can only this supplier provide it?”
-
When the total total is 5000 or more
shows the “Requisition sent, …” ending
-
As people answer
adds up Estimated total ($)
-
At the end
shows one of 2 thank-you screens: “Requisition sent, …”, “Requisition sent, …”
Make it yours
-
Set your own threshold
The route question appears from $5,000. Change that number in its condition and in the rule that picks the second thank-you screen.
-
Give each department its own link
Add ?dept=Facilities to the link and the department is already chosen.
-
Send every request to purchasing
Turn on the Connect tab’s Email me card and add purchasing under Also send to.
Good practice and the law
- US
On federal grants, micro-purchases need no quotes if the price is reasonable; above that, quotes come from several suppliers, and a sole source only in listed cases. 2 CFR 200.320
Questions about this template
Is a requisition the same as a purchase order?
No. A requisition asks permission inside your organisation. The purchase order is what goes to the supplier, once the requisition is approved.
Does the estimate add up as staff type?
Yes. Quantity times unit price for each item, plus tax and shipping, shown before they send it and saved with the request.
Is this for hiring or lab tests?
No. Job requisitions and lab test requisitions are different forms. This one is for buying goods and services.
Can staff pay the supplier through the form?
No, and nobody should type a card number into a form. Purchasing pays once the requisition is approved.
Which form do you need?
The requisition form is one of the request forms. If it is not quite the job, one of these may be.
- Check request form template
When the money is already owed, such as an invoice or a fee.
- Travel request form template
For approval of a trip and its costs, not goods from a supplier.
- Order form template
For customers ordering from you, not staff buying.
Start with the requisition form template
Open it in the editor, set your threshold and budget codes, and share the link with staff.
Updated 22 September 2026. Evidence read September 2026 from 10 real forms.