Quick responses to purchase orders keep your business running smoothly. Getting answers from busy procurement teams can be tough. Orders sometimes get overlooked or need extra approval time. Good follow-up methods keep orders moving while maintaining solid vendor relationships.
The right follow-up email can speed things up considerably. Each case needs specific handling – from soft nudges to high-priority requests. These proven templates show you how to handle any purchase order situation and get the responses your business needs.
Follow-Up Purchase Order Email Samples
These email templates will help you get updates and speed up order processing.
1. Basic Friendly Reminder
Subject: Quick Follow-Up on PO #12345
Dear Marcus,
Just checking in about purchase order #12345 submitted last Tuesday for office supplies. We want to ensure everything looks good on your end and see if you need any additional details from us to process this order.
Our team is planning inventory for next month, so we’d appreciate a quick update on the status when you have a moment. The items requested are essential for our upcoming client presentations.
Looking forward to hearing from you.
Best regards, Sarah Johnson
2. Second Follow-Up After No Response
Subject: Status Update Required – PO #78901
Dear Patricia,
We haven’t received a response regarding purchase order #78901 submitted on March 15th for manufacturing components. This order contains time-sensitive materials needed for our production schedule.
Could you please provide an update on where things stand? If there are any questions or concerns about the order, we’re happy to clarify or make adjustments as needed to keep things moving forward.
Thank you for your attention to this matter.
Kind regards, Michael Chen
3. Urgent Request Due to Timeline
Subject: URGENT: PO #34567 Approval Needed by EOD
Dear Robert,
This is a time-sensitive follow-up regarding PO #34567 for raw materials. Our production line requires these supplies by next Friday to meet customer commitments. We need approval today to maintain our delivery schedule.
Please review and process this order as soon as possible. Let us know immediately if you spot any issues or need clarification. We can quickly address any concerns to keep the timeline on track.
Thanks for your immediate attention.
Best regards, Amanda Torres
4. Missing Information Follow-Up
Subject: Additional Details for PO #89012
Dear Catherine,
Thank you for flagging the missing information in PO #89012. We’ve updated the order with the requested details: complete shipping address, cost center code, and department approvals.
Please find all additions highlighted in the attached revised purchase order. Could you review these updates and confirm if everything now meets your requirements for processing?
Thank you for your help with this.
Regards, David Park
5. Price Discrepancy Resolution
Subject: Price Clarification – PO #45678
Dear Thomas,
Regarding your question about PO #45678, we noticed the price difference you mentioned. The increase reflects updated material costs from our suppliers, which took effect this month.
We’ve attached our current price list and relevant documentation. Would you like to schedule a quick call to discuss this change and explore potential volume discounts that could help offset the increase?
Thank you for bringing this to our attention.
Best regards, Lisa Martinez
6. System Error Follow-Up
Subject: Resubmission of PO #23456 – System Error
Dear James,
We received notification that PO #23456 encountered a system error during submission last Thursday. Our team has corrected the technical issue and resubmitted the order with all original details intact.
Could you please confirm receipt of the new submission and let us know if you can still process this within our requested timeline? We appreciate your patience with this technical hiccup.
Looking forward to your confirmation.
Kind regards, Rachel Kim
7. Seasonal Order Priority
Subject: Season Prep – Status of PO #67890
Dear Victoria,
Following up on PO #67890 for seasonal inventory. With peak season approaching, we need to confirm these items will arrive in time for our promotional launch next month.
Could you please check the status and estimated delivery date? If there might be any delays, we’d appreciate knowing now so we can adjust our marketing timeline accordingly.
Thanks for your help with this.
Best, Brian Wilson
8. Budget Period Closing
Subject: Fiscal Year End – PO #90123 Processing
Dear Alexander,
With the fiscal year ending next week, we need to confirm the status of PO #90123. This order needs to be processed and invoiced before the budget period closes.
Please let us know if you can complete this within the next three business days. If not, we may need to revise the order or move it to next year’s budget.
Thank you for your prompt attention.
Regards, Emma Thompson
9. Vendor Relationship Maintenance
Subject: Checking In – PO #56789 and Partnership Update
Dear Sophia,
Hope you’re doing well. While checking on the status of PO #56789, we wanted to mention how much we value our partnership with your company. Your consistent quality and service have been excellent.
Could you provide an update on this order when convenient? Also, we’d welcome your thoughts on how we can make our ordering process smoother for your team.
Thank you for your continued support.
Best wishes, Daniel Garcia
10. Multiple Order Consolidation
Subject: Status Update Request – Multiple POs
Dear Nathan,
We’re tracking several outstanding purchase orders with your department: #34521, #34525, and #34528. To streamline our follow-up process, could you provide status updates for all three?
These orders support different projects but share the same urgency level. Any information you can share about their current status would help us plan accordingly.
Thanks for checking on these.
Best regards, Jennifer Lee
11. New Contact Introduction
Subject: New Procurement Contact – Following Up on PO #78901
Dear Mark,
Susan Brown suggested contacting you about PO #78901, as you’ve taken over for her during her leave. We submitted this order last week for quarterly maintenance supplies.
Could you confirm you have access to this PO and share any timeline for processing? We’re happy to resend any documentation you might need to move this forward.
Thank you for your assistance.
Kind regards, Paul Anderson
12. Order Modification Request
Subject: Revision Needed – PO #45678
Dear Laura,
Before processing PO #45678, we need to make a small modification to the quantity for item #103. Recent demand changes require increasing the order from 500 to 750 units.
Could you please hold processing until we submit the revised order later today? We’ll highlight all changes clearly in the new version.
Thank you for your flexibility.
Best regards, Kevin Zhang
13. Shipping Address Change
Subject: Updated Delivery Location – PO #89012
Dear Christine,
We need to update the shipping address for PO #89012 due to temporary warehouse renovations. The new delivery location is just 5 miles from the original address.
Could you please confirm if we can still modify this detail? The order hasn’t shipped yet according to our last update. We’ll send the new address immediately upon your confirmation.
Thanks for your help with this change.
Regards, Maria Rodriguez
14. Rush Order Status
Subject: Rush Order Follow-Up – PO #12378
Dear William,
Checking on rush order PO #12378 submitted yesterday afternoon. As mentioned, these materials are needed for an emergency repair situation at our main facility.
Could you please prioritize this order and let us know if same-day processing is possible? We’ve already received management approval for any rush processing fees.
Thank you for your urgent attention.
Best regards, Sandra Mitchell
15. Payment Terms Discussion
Subject: Payment Terms Query – PO #56723
Dear Richard,
Following up on PO #56723, specifically regarding the payment terms. Given our consistent payment history and increasing order volume, could we discuss adjusting to net-45 terms?
Please let us know your thoughts on this adjustment. We can provide any required financial documentation to support this request.
Looking forward to your response.
Kind regards, Helen Carter
16. Quality Control Follow-Up
Subject: Quality Standards Confirmation – PO #90187
Dear George,
Regarding PO #90187 for production materials, we need to confirm that all items meet our updated quality requirements. The new specifications were attached to the order.
Could you verify that your team has reviewed these standards and that the materials will comply? This confirmation will help us avoid any delays during inspection.
Thank you for your attention to this detail.
Best regards, Timothy Foster
17. Bulk Order Special Handling
Subject: Bulk Shipment Details – PO #34598
Dear Margaret,
Following up on bulk order PO #34598. Given the size of this shipment, we need to coordinate special handling and receiving schedules with your logistics team.
Could you connect us with the right person to discuss delivery timing and requirements? We want to ensure smooth processing on both ends.
Thanks for your assistance.
Regards, Peter Collins
18. Year-Long Contract Order
Subject: Contract Order Processing – PO #78934
Dear Elizabeth,
This follows up on PO #78934, which covers our 12-month supply contract. We noticed it’s been pending longer than usual for this type of recurring order.
Could you check if the extended timeline is causing the delay? We can provide any additional documentation needed for long-term contract processing.
Thank you for looking into this.
Best regards, Alan Parker
19. International Shipping Query
Subject: International Order Status – PO #45612
Dear Caroline,
Checking on PO #45612 requiring international shipping. We need to verify that all export documentation is complete and acceptable for customs processing.
Could you confirm all paperwork is in order? If anything else is needed from our side, please let us know right away to prevent customs delays.
Thank you for your help.
Kind regards, Robert Mills
20. End-of-Quarter Follow-Up
Subject: Quarter-End Processing – PO #89067
Dear Kenneth,
With the quarter ending soon, we’re following up on PO #89067 submitted two weeks ago. This order needs to be delivered and invoiced within Q2 for budget allocation.
Please confirm if this timeline works with your processing schedule. We can expedite any needed approvals on our end to meet this deadline.
Thanks for your prompt response.
Best regards, Michelle Taylor
Final Tips
These email templates give you solid starting points for your follow-up messages. Change the style and urgency based on your specific needs and vendor relationship. Direct communication speeds up orders and builds strong business partnerships. Keep a professional tone, say exactly what you need, and show willingness to fix any hold-ups that might slow things down.