Purchase requisitions are not “extra admin”. They are upstream governance.
This template is designed to keep PR approvals reviewable and fast, without turning procurement into a paperwork project.
If you want to run PR approvals as an explicit workflow (not email), start here: purchase requisition approval workflow dubai.
Purchase requisition form template (copy/paste)
Header
- PR number:
- Project / cost center:
- Requester:
- Requested date:
- Required-by date:
- Priority:
- Spend category (materials / subcontract / services):
- Currency exposure (if relevant):
- Justification (why now, what happens if delayed):
Scope summary
- What is being purchased (summary):
- Where it will be delivered/used:
- Any constraints (schedule, compliance, approvals):
Line items (repeat per line)
- Description:
- Quantity:
- Unit:
- Spec / notes:
- Estimated budget (optional):
Procurement plan (one of these)
- RFQ required? yes / no
- If yes: vendor categories and short-list approach
- If no: rationale for direct procurement
Relevant pages:
Approval section
- Approver(s):
- Approval outcome: approved / rejected
- Approval notes / rejection reason:
- Approved at:
Rules that make PRs fast (and not hated)
- Keep PR scope structured enough that procurement does not need to rebuild it
- Do not approve ambiguous scope (scope completeness before submission)
- Require evidence only for higher-risk cases (new vendor, exception scope, high value)
- Keep the approval outcome explicit and traceable
Next steps
If you want PRs to be a workflow that prevents spend-by-surprise (not a slow bureaucracy), start with: