A quick reply to a purchase order does more than confirm that you received it. It reassures the buyer, records what has been agreed, and gives both sides a clear next step.
The best reply is usually short: thank the customer, confirm the order number and the important details, then state when they can expect an update. If anything is missing or needs to change, say so plainly before the order moves forward.
Table of Contents
What to include in a purchase order reply
- A clear acknowledgment that you received the purchase order
- The purchase order number, when one is provided
- A confirmation of the items, price, delivery date, or next action
- A polite note about anything that needs clarification
- Your name and contact details
If you are sending the original order rather than replying to one, see our guide on how to write an email for a purchase order. If you are working with a vendor, this purchase order email to a supplier guide may also help.
Simple purchase order acknowledgment email
Subject: Purchase Order [Number] Received
Hi [Name],
Thank you for sending purchase order [Number]. We have received it and are reviewing the details now.
We will confirm the delivery schedule by [date]. Please let me know if there is anything else you would like us to include.
Best,
[Your Name]
Thank-you email for a purchase order
Subject: Thank You for Your Purchase Order
Dear [Name],
Thank you for your purchase order. We appreciate the opportunity to work with you.
We have confirmed the order and will begin processing it today. The expected delivery date is [date]. I will keep you updated if anything changes.
Kind regards,
[Your Name]
Reply when you can confirm the order details
Subject: Order Confirmation: PO [Number]
Hi [Name],
This is to confirm that we received PO [Number] for [product or service]. The total is [amount], and the requested delivery date is [date].
Everything looks in order on our side. We will send the next update once the order has shipped or the work has begun.
Thank you,
[Your Name]
Reply when you need more information
Subject: A Quick Question About PO [Number]
Hi [Name],
Thank you for sending PO [Number]. Before we process it, could you please confirm [the delivery address, quantity, billing contact, or another detail]?
Once we have that information, we can move ahead right away.
Best regards,
[Your Name]
Reply when the delivery date needs to change
Subject: Update on PO [Number]
Hi [Name],
Thank you for your purchase order. We have reviewed it and can confirm the order, but the requested delivery date will need to move to [new date] because of [brief reason].
Please let me know whether that timing works for you. We can discuss alternatives if needed.
Sincerely,
[Your Name]
Reply to a revised purchase order
Subject: Revised PO [Number] Confirmed
Hi [Name],
We received the revised purchase order and have updated our records. The revised total is [amount], with delivery planned for [date].
Thank you for sending the update. We will proceed based on the revised order.
Best,
[Your Name]
If the revision follows a price change, you may also want to review our example of an email for a revised quotation.
Short reply for an existing customer
Subject: PO [Number] Received, Thank You
Hi [Name],
Thanks for sending this through. We have received PO [Number] and will begin processing it today. I will send you the delivery update by [date].
Best,
[Your Name]
When a purchase order should not be accepted yet
Do not confirm an order until the core details are clear. Pause and ask a question if the order has the wrong pricing, a missing delivery address, unclear quantities, a payment issue, or a date your team cannot meet.
A prompt clarification is better than a confirmation you have to walk back later. Keep the note practical and specific, so the buyer knows exactly what to send or approve.
Purchase order reply subject lines
- Purchase Order [Number] Received
- Thank You for Your Purchase Order
- Order Confirmation: PO [Number]
- Update Needed for PO [Number]
- Revised PO [Number] Confirmed
Final tip
Match the tone of the relationship. A long-standing customer may only need a warm two-sentence confirmation. A new client or a large order benefits from a fuller note that records the price, delivery date, and next step. In either case, a clear reply makes the process feel reliable.