You've delivered the proposal, nailed the presentation, and received verbal enthusiasm — but the purchase order (PO) hasn't landed in your inbox yet. It's a common and delicate moment in B2B sales. You need to move the deal forward, but you don't want to sound pushy or desperate. The key lies in striking the right tone: confident, helpful, and respectful of your client's internal processes. This guide provides ready-to-use polite email templates to request a purchase order from a client, along with proven strategies to increase your response rate and keep the relationship warm.
Why Your Tone Can Make or Break the PO Request
Requesting a purchase order is not merely an administrative step; it's a touchpoint that reflects your professionalism. A tone that is too casual may seem unprofessional, while an overly aggressive tone risks alienating the client. The sweet spot is a helpful, collaborative tone that positions you as a partner in getting the deal done smoothly. Clients often delay POs due to internal bottlenecks, not reluctance. Your email should acknowledge this reality and offer gentle support, rather than applying pressure. The goal is to be a facilitator, not a collector.
Pro Tip: Always frame your request as a way to help the client stay on track. For example: "I'm reaching out to ensure we have everything ready so we can start delivering on time." This shifts the focus from your needs to their project success.
3 Common Mistakes That Delay Your PO
Even experienced sales professionals make errors that unintentionally stall the PO process. Avoid these pitfalls to keep your request clear and actionable.
- Being vague about the next steps: Saying "Please send the PO" without specifics leaves the client wondering what exactly they need to do. Always include the PO number (if known), the exact items or services, and the total amount.
- Not providing a clear deadline rationale: If you don't explain why timing matters (e.g., to secure delivery dates or allocate resources), the client may deprioritize your request. Tie the PO to a tangible benefit for them.
- Using passive or apologetic language: Phrases like "I hate to bother you" or "Just checking in" undermine your authority. Instead, be direct yet polite: "I'd appreciate your help in moving this forward."
Two Polished Templates for Every Client Relationship
Below are two distinct approaches. The first is a gentle, relationship-focused template ideal for long-term clients or when you want to be extra accommodating. The second is a more direct, action-oriented version for clients who appreciate brevity and clarity.
Template 1: Soft & Collaborative Approach
Use this when you have a warm relationship and want to emphasize mutual benefit. It's perfect for clients who might be navigating internal approval hurdles.
Subject Line Options:
- Following Up on PO for [Project Name]
- Ready to Move Forward – PO Request
- Quick Check: Purchase Order for [Deliverable]
Subject: Following Up on PO for [Project Name]
Dear [Recipient Name],
I hope this email finds you well. I'm writing to follow up on the purchase order for [Project/Deliverable], which we discussed during our call on [Date]. We're excited to get started and want to ensure we have everything aligned on our end to meet your expected timeline.
To help us begin promptly, could you please send over the formal purchase order at your earliest convenience? If you need any additional documentation, revised quotes, or clarification on the scope, I'm happy to provide that right away. We're also flexible if your team needs to adjust the start date — just let us know.
I know internal processes can take time, so please don't hesitate to reach out if I can assist in any way to expedite the approval. Your success is our priority, and we want to make this as seamless as possible.
Thank you for your continued trust in us. I look forward to receiving the PO soon.
Best regards,
[Your Full Name]
[Your Title]
[Company Name]
[Direct Phone Number]Best for: Established clients, complex projects with multiple stakeholders, or when you sense internal friction. The tone is supportive and patient.
Template 2: Professional & Direct Approach
This version is more concise and action-driven, suitable for clients who prefer efficiency and where the relationship is already clear on the commercial terms.
Subject Line Options:
- Action Required: PO for [Quote/Proposal #]
- Requesting Your Purchase Order – [Project Name]
- PO Needed to Proceed with [Deliverable]
Subject: Action Required: PO for [Quote/Proposal #]
Hi [Recipient Name],
I hope you're having a productive week. As we agreed on [Date], we're ready to begin work on [Project Name] as soon as we receive your formal purchase order.
To ensure we can start by [desired start date], we would need the PO by [specific date]. Attached is the final quote and scope of work for your reference – the total amount is [Amount] and the line items match our discussion.
Please let me know if you need any adjustments or additional information to expedite the process. Once we have the PO, we'll confirm the kick-off date and next steps immediately.
I appreciate your prompt attention to this. Please reply or send the PO directly to [email address] when ready.
Thank you,
[Your Full Name]
[Your Title]
[Company Name]
[Contact Info]Pro Tip: For this template, always include a specific deadline (e.g., "by July 30") to create a gentle sense of urgency without being pushy. This helps the client prioritize your request.
Your Pre-Send Checklist for a Flawless PO Request
Before you hit send, run through this quick checklist to ensure your email is optimized for a positive response.
- Verify all financial details: Double-check the total amount, line items, tax, and any discounts. Errors here cause back-and-forth delays.
- Attach necessary documents: Include the final proposal, quote, or contract as a single PDF, clearly named. Make it easy for the client to forward internally.
- Confirm the correct recipient: Ensure you're emailing the person authorized to issue POs. If uncertain, ask for the right contact.
- Mention any expiration dates: If your quote has a validity period, state it clearly to encourage timely action.
- Provide a clear next step: Specify exactly what you need (e.g., "Please send the PO in PDF format to this email").
What to Do If You Don't Get a Response
Even the most polite PO request can go unanswered. Don't assume the worst — busy clients often overlook emails. Follow a structured, polite follow-up strategy to keep the momentum.
First, wait 3–5 business days. Then send a brief follow-up email that references your original message. Keep it light and helpful, offering assistance rather than demanding action. If you still hear nothing after a second follow-up (another 3–5 days later), pick up the phone. A quick call often uncovers the real bottleneck — such as a missing approval or a simple question — and allows you to resolve it in real time. Remember, persistence with politeness is a sign of professionalism, not annoyance.
Warning: Avoid sending more than two follow-up emails without a response. At that point, a phone call or a note to a secondary contact is more appropriate. Repeated unanswered emails risk damaging the relationship.
Frequently Asked Questions
Q: How soon after a verbal agreement should I send the PO request email?
A: Ideally within 2-3 business days. This keeps the deal fresh in the client's mind and shows you are organized and ready to move forward. Waiting too long may signal a lack of urgency.
Q: What if the client says they're still waiting for internal approvals?
A: That's common. Offer to send a reminder to their finance or procurement team (if appropriate), or ask if there's any information you can provide to speed up their internal process. Stay supportive and patient.
Q: Should I include the PO amount in the subject line?
A: Only if the amount is the primary reference for your contact. For most cases, it's better to keep the subject line focused on the project name or proposal number to avoid appearing transactional.
Q: Is it okay to request a PO via a quick call instead of email?
A: Yes, but always follow up with an email as a written record. A call can break the ice, but email provides the formal documentation needed for both parties' records.
Q: How do I handle a client who says they don't use purchase orders?
A: Respect their internal process, but ask for a formal written authorization (e.g., a signed agreement or a purchase order number from their system). Suggest alternatives like a service order or a contract addendum that serves the same purpose. Be flexible while protecting your own compliance needs.