Free Order Form Template - Professional Order Forms

Professional Order Form Templates - Streamline Your Sales

PDFDaddy offers free order form templates for businesses, retailers, wholesalers, and service providers. Organized order forms reduce errors, speed up processing, improve customer experience, and create clear records for accounting and inventory management.

Why Use Order Forms?

• Reduce Errors - Standardized forms ensure all necessary information is collected
• Speed Processing - Pre-formatted fields make order entry faster
• Track Inventory - Order forms help manage stock levels and reordering
• Legal Documentation - Written orders provide evidence of transactions
• Customer Service - Clear forms prevent miscommunication and disputes
• Accounting Records - Order forms integrate with invoicing and bookkeeping
• Sales Tracking - Analyze order patterns to forecast demand

Essential Order Form Components

Header Information:

• Company name, logo, and contact information
• Order form title ("Purchase Order", "Sales Order", etc.)
• Order number (unique sequential identifier)
• Order date
• Requested delivery date

Customer/Vendor Information:

• Customer or vendor name
• Billing address
• Shipping address (if different from billing)
• Contact person, phone, email
• Customer account number (if applicable)

Order Details Table:

• Item/Product Number - SKU or product code
• Description - Product or service name and details
• Quantity - Number of units ordered
• Unit Price - Price per item
• Line Total - Quantity × Unit Price

Pricing Summary:

• Subtotal (sum of all line items)
• Discounts (if applicable)
• Shipping/delivery charges
• Sales tax or VAT
• Grand Total - Final amount due

Terms & Conditions:

• Payment terms (Net 30, due on receipt, etc.)
• Shipping method and delivery timeframe
• Return/cancellation policy
• Warranty or guarantee information

Signatures:

• Customer signature and date
• Sales representative signature (if applicable)
• Authorization/approval signature (for purchase orders)

Types of Order Forms

Purchase Order (PO) - Buyer-issued document sent to suppliers requesting products or services. Legally binding contract when accepted. Used by businesses to authorize purchases and track spending.

Sales Order - Seller-created document confirming customer order before shipping. Internal document that triggers fulfillment, invoicing, and inventory updates. Not typically sent to customer.

Customer Order Form - Simple order form for retail or direct sales. Customer fills out product selections, quantities, and shipping info. Common for catalog sales, craft fairs, and small businesses.

Wholesale Order Form - B2B order form with bulk pricing, minimum order quantities, and resale information. Often includes terms like "FOB" (freight on board) and volume discounts.

Service Order Form - For service-based businesses (repair, maintenance, consulting). Includes service description, hourly rates, estimated completion, and parts/labor breakdown.

Subscription Order Form - Recurring order for subscription products or services. Includes billing frequency, auto-renewal terms, and cancellation policy.

Purchase Order vs Sales Order vs Invoice

Document	Issued By	Purpose	Timing
Purchase Order	Buyer	Request products/services from supplier	Before delivery
Sales Order	Seller	Confirm order received; trigger fulfillment	After order, before shipping
Invoice	Seller	Request payment for delivered goods/services	After delivery

Order Form Best Practices

• Sequential Order Numbers - Use unique, sequential numbers for tracking and organization
• Clear Product Descriptions - Include size, color, model number to prevent errors
• Multiple Order Lines - Provide at least 10-15 blank lines for multi-item orders
• Auto-Calculate Totals - Use Excel formulas to automatically compute line totals and grand total
• Include Contact Info - Make it easy for customers to reach you with questions
• State Payment Methods - List accepted payment types (credit card, check, PO, etc.)
• Specify Delivery Terms - Clearly state shipping costs, timeframes, and methods
• Professional Design - Use your logo and brand colors for recognition

Managing the Order Process

Step 1: Order Received - Customer submits order form via email, mail, phone, or in person. Assign order number and log in system.

Step 2: Order Verification - Verify product availability, pricing accuracy, and payment authorization. Contact customer if issues arise.

Step 3: Order Fulfillment - Pick, pack, and prepare items for shipment. Update inventory counts. Generate packing slip.

Step 4: Shipping - Ship order via selected method. Provide tracking number to customer. Update order status to "shipped".

Step 5: Invoicing - Generate invoice based on order details. Send to customer with payment terms. Track payment status.

Step 6: Order Completion - Confirm delivery and payment received. Archive order documents. Request customer feedback.

Digital Order Forms vs Paper Forms

Digital Order Forms (Benefits):

• Instant submission and receipt confirmation
• Automatic calculations reduce math errors
• Integration with inventory and accounting software
• Real-time order tracking and status updates
• Customer order history accessible online
• Email confirmations and receipts
• Analytics on product popularity and sales trends

Paper Order Forms (Benefits):

• Work at trade shows, fairs, and events without internet
• Physical signature for legal documentation
• Familiar format for older customers
• No technical issues or system downtime
• Can be faxed or mailed traditionally

Common Order Form Mistakes

• Missing Order Numbers - Makes tracking and reference impossible
• Incomplete Contact Info - Can't reach customer for questions or delivery
• Unclear Product Descriptions - Leads to shipping wrong items
• Math Errors - Manual calculations often wrong; use formulas
• No Payment Terms - Confusion about when and how payment is due
• Missing Shipping Address - Order can't be delivered without full address
• Outdated Pricing - Old forms with incorrect prices cause disputes
• No Terms & Conditions - Unclear return policy or delivery expectations