A purchase requisition is the internal request that starts the buying process — a department asks procurement to buy something, states why it is needed and gets it approved before any money is committed. Capturing requisitions consistently gives you a clean audit trail, stops off-process buying and makes sure every purchase order is backed by an approved request. This free template gives you a ready-made requisition form — requestor details, itemised needs, budget code, justification and an approval block — as an editable Excel file with automatic line totals and a print-ready PDF for teams that prefer to route a signed form.
Requisition vs purchase order — why the split matters
A requisition is the internal request to buy; a purchase order is the external commitment to a supplier. Keeping them separate is what gives you control: the requisition is where the need is justified and approved, and only an approved requisition should ever become a PO.
Without a requisition step, spend is approved after the fact — or not at all. Requiring one up front means budget owners sign off before an order is placed, not when the invoice arrives.
How to use this purchase requisition template
Complete a requisition whenever a need arises:
- Enter the requisition number, requestor, department and required-by date.
- List each item with a clear description, quantity, unit and estimated price.
- Add the budget code and a short business justification for the spend.
- Note any preferred supplier or attach a quotation if you already have one.
- Route it for review and approval before procurement raises the purchase order.
Purchase requisition best practices
Match the approval routing to your approval matrix so the right person signs off at each spend level. Insist on a genuine justification rather than a one-word reason, so reviewers can make an informed decision. Keep the approved requisition with its resulting purchase order and delivery note for three-way matching, and use consistent budget codes so requisitions feed cleanly into your spend analysis.
Download the Purchase Requisition Template
Free, editable Excel (.xlsx) & PDF (.pdf). Complete the form above and your download starts instantly.
Common questions
What is a purchase requisition template?
A purchase requisition template is a reusable internal form used to request and approve a purchase before a purchase order is raised — capturing what is needed, why, the budget it draws on and who approved it.
What is the difference between a requisition and a purchase order?
A purchase requisition is an internal request to buy something, submitted for approval. A purchase order is the formal, external order sent to a supplier once the requisition is approved.
What formats does this requisition template come in?
Both an editable Microsoft Excel (.xlsx) file with automatic totals and a print-ready PDF form. Use the Excel version to calculate estimates or the PDF for a signed paper trail.
Is this purchase requisition template free?
Yes. Enter your work email above and the files download automatically, free of charge.
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