Procurement request template

Purchase order acceptance signing request template

A purchase order acceptance confirms a supplier or buyer agrees to the goods, services, pricing and terms set out in a purchase order.

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What is a purchase order acceptance?

A purchase order acceptance is a signed confirmation that the party receiving a purchase order agrees to the items, quantities, pricing, delivery dates and terms it sets out. Where a purchase order is an offer to buy, the acceptance turns it into an agreed arrangement, recording that the supplier (or an authorised buyer) has reviewed the details and will proceed. It links the order to a clear, dated point of agreement.

This matters because purchase orders often govern real commitments to supply, deliver and pay, and disagreements about quantities, prices or dates can be costly. A signed acceptance gives both sides matching evidence that the order details were checked and agreed, which supports clean fulfilment, accurate invoicing and easier resolution if something is later disputed.

When to use a purchase order acceptance

Confirming a supplier accepts an order's items, pricing and delivery dates
Getting authorised buyer sign-off before a PO is actioned internally
Locking in agreed terms before goods are shipped or work begins
Creating a signed record of acceptance for finance and audit purposes

What to include in a purchase order acceptance

PO reference: the purchase order number and issuing organisation
Goods or services: items, quantities and specifications being ordered
Pricing and totals: unit prices, totals, taxes and any agreed discounts
Delivery and terms: delivery dates, location and payment or supply terms
Acceptance and signature: confirmation the supplier or buyer accepts the order

Pros and cons of sending a purchase order acceptance as a signing request

Pros

Records a dated, signed agreement to the exact order details
Tracks whether the supplier opened, previewed and accepted the PO
Reduces invoicing disputes by confirming pricing up front
Completion receipt gives finance a clean acceptance record

Cons and things to watch

Acceptance binds to the PO terms; check them before signing
It does not guarantee on-time delivery or supplier performance
Changes after acceptance need a fresh order or signed variation
The signer must be authorised to commit their organisation

How to send a purchase order acceptance with Cosign

Upload the purchase order to Cosign and preview it to confirm items, pricing and dates are correct
Add the supplier or authorised buyer as the signer with a message asking them to accept if details are right
Set a 14-day expiry and add a password if pricing is commercially sensitive
Send the private link, track acceptance, and keep the receipt for your finance and audit records

Purchase order acceptance request details

Email subject

Purchase order acceptance

Default message

Please review and accept this purchase order if the details are correct.

Signer setup

Supplier or authorised buyer

Suggested expiry

14 days

Button label

Accept purchase order

Best fit

Procurement teams

Purchase order acceptance FAQs

Is an electronically accepted purchase order valid in Australia?

Electronic signatures are generally recognised in Australia under electronic transactions legislation when intent and identity are clear and both parties accept that method. A signed acceptance records who agreed to the order and when. For contract specifics, seek professional advice.

Does accepting a PO form a binding agreement?

Often it does, because acceptance of an offer to buy can create a contract on the stated terms. The exact effect depends on the PO wording and any overarching supply agreement, so review the terms before signing.

What if the order details are wrong?

Do not accept it. Cosign sends the document as supplied and does not edit it, so ask the issuer to correct and reissue the purchase order, then send the corrected version for acceptance.

Is the purchase order kept private?

Yes. Cosign delivers the PO through a private link to the named signer, and the pages are not indexed by search engines. Your pricing and order details are not publicly searchable.

Who should accept the purchase order?

Usually the supplier's representative or an authorised buyer with authority to commit their organisation. Using an authorised signer helps ensure the acceptance is enforceable.