Procurement Request Form
An internal procurement request (purchase requisition) — requester, itemized needs with quantities and estimated costs, justification, suggested vendor, budget code, and approval signatures.
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PROCUREMENT REQUEST FORM
Request #: PR-2026-058 Date: May 23, 2026
Requested by: Sample Requester Dept/CC: Engineering — CC-410
Needed by: 2026-06-15 Urgency: Normal
ITEMS REQUESTED
Standing desk (electric)
Qty 2 x $450.00 = $900.00 (vendor: Acme Office)
27" monitor
Qty 4 x $220.00 = $880.00 (vendor: TechSupply)
Noise-cancelling headset
Qty 4 x $130.00 = $520.00 (vendor: TechSupply)
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ESTIMATED TOTAL: $2,300.00
BUSINESS JUSTIFICATION
Equipping two new engineering hires (start June 16) and replacing two failed monitors. Standing desks per the approved ergonomics policy. Costs are within the Q2 capex budget for CC-410.
Budget / GL code: CAPEX-EQUIP-2026-Q2
APPROVALS
Requester: _____________________________ Date: __________
Manager: _____________________________ Date: __________
Finance: _____________________________ Date: __________
For internal use — this request authorizes purchasing to proceed once approved;
it is not itself a purchase order or a commitment to any vendor.
About this template
A procurement request (or purchase requisition) is the internal form an employee uses to ask the organization to buy something — it comes before, and is different from, a purchase order. The requisition flows up for approval; once approved, purchasing issues a PO to the vendor. Getting the requisition right speeds approval and keeps spending controlled. The fields that matter most are the **itemized list with quantities and estimated unit costs** (so approvers see the real number and finance can check it against budget), a clear **business justification** (the single biggest factor in fast approval — "two new hires start June 16" beats "we need desks"), and the **budget/GL code** so the cost lands in the right place. A running **estimated total** lets an approver decide at a glance and route the request to the right authority level — most organizations have spending thresholds (e.g., a manager can approve up to $X, above which it needs a director or finance). Naming a **suggested vendor** helps purchasing but the final vendor choice and price usually rest with them, which is why this is a *request* with an *estimated* total, not a commitment. Include **urgency** and a **needed-by** date so time-sensitive requests are not stuck in a queue. Keep one request per related set of items, attach quotes for larger purchases, and route it through your approval chain (requester → manager → finance). The form ends with signature lines for that chain. It is an internal control document, not a contract: it authorizes purchasing to proceed once approved, but the binding order is the PO the purchasing team issues.
When to use it
- Requesting approval to purchase goods or services internally.
- Submitting a purchase requisition before a PO is issued.
- Justifying spend against a budget/cost center for approval.
- Standardizing requests so managers and finance can approve quickly.
What to include
- Requester, department/cost center, date, and needed-by.
- Itemized list: item, quantity, estimated unit cost, suggested vendor.
- An estimated total.
- Business justification and budget/GL code.
- Approval signatures (requester, manager, finance).