Help a reviewer understand the request
A reviewable purchase request explains the need, what will be purchased, the estimated cost, and when it is needed. Include supplier details when available, and distinguish confirmed information from estimates.
Worked request: project supplies
Fictional example; the estimate and supplier details are illustrative, not an approval limit or commitment.
| Request detail | Sample information |
|---|---|
| Purpose | Prepare printed workshop materials for the Northstar Services delivery project |
| Scope and quantity | 30 participant workbooks and 30 sets of note cards |
| Estimated cost | Approximately $240; estimate to be confirmed |
| Needed-by date | 28 June; requested timing, not a published deadline |
| Supplier information | Supplier quote not yet confirmed |
Prepare a request for review
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1
Define the need
State what is needed and how it supports the work or project.
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2
Describe the scope
List the items or service, quantity, and useful specifications so the request can be understood.
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3
Gather cost and supplier details
Add a quote or estimate and supplier information if available. Label estimates clearly and note details still to be confirmed.
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4
State the timing and submit
Include the needed-by date and use your organization's configured purchasing process. Follow its current review and approval route.
If details are not ready
What if I do not have a supplier quote yet?
Label available cost information as an estimate and note what remains unconfirmed. Check the current purchasing process for any required quote documentation.
What if the supplier is not selected?
Say that the supplier is not yet confirmed. Do not present a possible supplier as selected or approved.
Who approves the request, and what limit applies?
Approval roles and thresholds depend on your organization's current purchasing process. Check the verified route before submitting; this example does not set limits or approval rules.