When a purchase order has been sent but you have not received confirmation, the best follow-up email is specific and easy to act on. Include the purchase order number, the date it was sent, the items or service involved, and the exact update you need.
Use this purchase order follow-up email template when you need to ask whether an order was received, approved, processed, or scheduled for delivery.
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Purchase order follow-up email template
Subject: Follow-up on purchase order [PO number]
Hi [Recipient’s Name],
I am following up on purchase order [PO number], sent on [date], for [brief description of items or services]. Could you please confirm that the order was received and let me know its current status?
If the order has been processed, please share the expected delivery date or next step. Let me know if you need any additional information from me.
Thank you,
[Your Name]
This wording keeps the request neutral while giving the recipient enough information to locate the order quickly.
What to check before following up
Before sending the message, confirm the purchase order number, vendor or customer name, date sent, item description, quantity, and requested delivery date. Check whether you already received an automated acknowledgment, invoice, shipment notice, or request for clarification.
It also helps to decide what answer you need. “Please provide an update” is less useful than “Please confirm whether the order is approved and share the expected ship date.” A precise question reduces back-and-forth.
If you are still preparing the original request, see this guide to writing an email for a purchase order. A follow-up is different: the order already exists, and you are asking for its status or the next action.
Subject lines for a purchase order follow-up
- Follow-up on purchase order [PO number]
- Purchase order [PO number] — status update
- Confirmation requested: PO [PO number]
- Checking delivery timing for PO [PO number]
- Action needed: purchase order [PO number]
Put the purchase order number in the subject when possible. It helps the recipient identify the request and keeps the thread organized.
Asking whether a purchase order was received
Use a short confirmation request when you are not sure whether the vendor or internal team received the order.
Subject: Confirmation requested: PO 1847
Hi Morgan,
Could you please confirm receipt of purchase order 1847, sent on August 12, for the replacement filters and fittings? We want to make sure the order reached the correct team before the requested delivery date of August 26.
Please let me know if you need the purchase order attached again.
Best,
[Your Name]
Asking for approval or processing status
If the purchase order is waiting for internal approval or vendor processing, name the stage you are checking. This is especially useful when several people handle purchasing, finance, and fulfillment.
Subject: PO 1847 — processing status
Hi Morgan,
I am checking on the status of PO 1847 for [items or services]. Has the order been approved and released for processing? If anything is holding it up, please let me know what information or approval is needed.
Our requested delivery date is [date], so an update by [specific date] would help us plan.
Thank you,
[Your Name]
Requesting a delivery update
When the order has been accepted but the delivery date is unclear, ask for the current estimate and any tracking information available.
Subject: Checking delivery timing for PO [PO number]
Hi [Name],
I am following up on PO [PO number] for [items]. Could you please confirm the expected ship date and delivery date? If the order has already shipped, please send the carrier and tracking details when available.
We are coordinating [brief project or receiving need], so the timing will help us plan staffing and access.
Best,
[Your Name]
For a broader shipment message, you can also use these examples for writing an email about a shipment.
Following up about a delayed purchase order
If the expected delivery date has passed, describe the impact and ask for a realistic revised date. Avoid assigning blame before you know what caused the delay.
Subject: Update needed on delayed PO [PO number]
Hi [Name],
I am following up on PO [PO number], which was expected to arrive on [date]. We have not received the order or a revised delivery notice. Could you please confirm the current status and provide the most realistic new delivery date?
If there is a backorder, shipping issue, or other change, please let us know so we can adjust our schedule.
Thank you,
[Your Name]
Sending a final purchase order follow-up
If your earlier messages were not answered, make the final follow-up easy to route. Ask for a clear status and give the recipient a date by which an answer would help, especially when the order affects a project or customer commitment.
Subject: Final status check: PO [PO number]
Hi [Name],
I am making a final status check on PO [PO number], submitted on [date]. Please confirm whether the order is active, paused, or canceled, and share the next step if it is still being processed.
An update by [date] would help us finalize our schedule. If another person handles this order, please point me to the right contact.
Thank you,
[Your Name]
What information should you include?
- Purchase order number: Use the exact number from the order.
- Order date: State when the PO was sent or approved.
- Items or services: Give a short description rather than making the recipient open several files.
- Current question: Ask for receipt, approval, processing status, delivery timing, or a revised date.
- Relevant deadline: Explain when an answer is needed and why.
- Attachments or links: Reattach the PO only when useful, and label the file clearly.
- Next action: Say what you want the recipient to confirm or send.
If the vendor needs more context about the relationship or the order, these examples for writing an email to a supplier can help you set the right tone. If you are responding to a purchase order rather than asking for an update, use the guidance on replying to a purchase order email.
Common mistakes to avoid
- Leaving out the PO number. The recipient may not know which order you mean.
- Asking several unrelated questions. Keep the email focused on one status request.
- Using an accusatory tone. State the facts and ask for the next step.
- Demanding an impossible deadline. Ask for the most realistic date when the schedule is uncertain.
- Sending duplicate attachments. Mention the attached PO once and use a clear filename.
- Copying too many people. Include people who can act or need visibility, not every person connected to the order.
Purchase order follow-up checklist
- Confirm the PO number and order date.
- Identify the vendor, customer, or internal team.
- State the items or service in one line.
- Ask one clear status question.
- Include the delivery or response deadline if relevant.
- Offer the information needed to resolve the issue.
- Use a professional subject line and proofread names and dates.
A good purchase order follow-up is concise, factual, and specific about the response you need. It gives the recipient a clear path to confirm the order, explain a delay, or provide the next delivery milestone.
For related supplier communication, you can also review this guide to emailing a supplier about a purchase order.