Purchasing Forms

Has a supplier sent you defective or damaged goods? Use this Acceptance Form to notify the supplier you'll accept them provided you get a discount.

You can download the MS Word template or copy and paste the text below.

---

(date)

(name of supplier)

(address)

Dear Sir / Madam:

The undersigned received defective or non-conforming goods in respect of our order dated the _________ day of ________________, _______________. The items and nature of the damage or non-conformity are as follows:

(describe the problems with the shipment)

We shall accept said goods provided we are given a discount of $_________ (______________ dollars) from the price. Please advise immediately.

Sincerely,

(name of person signing)

Your best customers deserve special treatment. This Deferred Payment Agreement is a great way to show how much you trust them and value their business.

• The supplier agrees to supply inventory to the customer on a regular schedule and to defer payment on the terms set out in the contract.
• Payment will be made in arrears and the customer will be invoiced weekly.
• Regular shipments will be estimated and determined based on the customer's recent ordering history.
• The supplier retains ownership of the goods shipped until full payment is made. Both parties will carry insurance on the goods.
• The supplier has the right to do a physical inventory on the customer's premises each year.
• This is a generic digital template which can be used anywhere.

You ordered merchandise from a supplier but you haven't received it within a reasonable time. What do you do? You send them this Demand for Delivery of Goods.

You can download the digital file or copy and paste the text below onto your company letterhead. All communications with the supplier should be documented in case legal action becomes necessary.

DEMAND FOR DELIVERY

(date)

(name of supplier)

(address)

Dear Sir / Madam:

Whereas the undersigned has now made full payment to you in the sum of $___________ for all goods to be shipped pursuant to our purchase order dated __________, 20____, we hereby demand delivery of the goods ordered in said purchase order in accordance with our contract.

Sincerely,

(name of customer)


(signature)

Download a free Inventory Report Form for your business.

• This simple form allows you to track inventory from purchase and receipt of goods through sale of individual inventory items.
• Downloadable and customizable.
• This free Inventory Report Form can be filled in on the computer or printed off and filled in by hand.

Negotiate the terms of a large purchase of products from a supplier with this Letter of Intent to Purchase Products.

• The prices and terms extended to the customer will be no less favorable than those given to the supplier's best customers buying similar products in similar quantities.
• Quoted prices do not include shipping, duties, taxes, insurance, freight charges, etc.
• All products will be of best quality and workmanship.
• The template includes a schedule in which the products and price quotations can be listed.
• The Letter of Intent is not a legally binding contract. It confirms the parties' intentions to complete the transaction. The seller can then order the products and ensure that they are available, and the buyer has the assurance that the price quotes will not change.
• This is a generic digital template that can be used anywhere.

Notify a supplier or manufacturer about defective items received in a shipment with this free Notice to Supplier of Claim for Defective Goods.

• The Notice is for goods being resold by a distributor to a customer.
• The distributor informs the supplier that if legal action is commenced by the customer, the distributor will seek indemnification from the supplier.

This Notice to Supplier of Claim for Defective Goods template is provided in MS Word format, and is fully editable.

If you receive a shipment that contains defective or damaged goods, notify your supplier immediately with a Product Defect Notice.

• The notice can be sent by email, fax and/or delivery.
• Keep a copy for your records and make sure to note when and how it was sent to the supplier.
• Available in MS Word format and fully editable so you can ensure it meets the supplier's requirements.
• This form can be used anywhere.

Draw up a Product Purchase Agreement between a customer and supplier with this downloadable template.

• Customer is responsible for paying all shipping, insurance, taxes, import duties, and other charges.
• Supplier retains title to the products until the invoices are paid in full.
• Supplier will transfer any transferable product warranties to Customer.
• Customer indemnifies Supplier against any claims or actions with respect to the use of the products.
• Mutual confidentiality provisions to protect each party's proprietary information.
• Customer agrees to comply with all export and import control laws.
• This template is a generic (not country-specific) legal contract.
• Available in MS Word format.

If you sell inventory on credit to your customers, secure payment for the goods with this Canada Purchase Money Security Agreement.

• The supplier (as secured party) agrees to extend credit to the customer (as debtor) for the purchase of inventory, in exchange for a purchase money security interest in all of the debtor's present and future inventory and proceeds.
• The term 'proceeds' includes cash and non-cash proceeds, such as accounts, contract rights, and chattel paper.
• The debtor cannot sell or transfer any of the collateral except in the ordinary course of business, and the customer must hold the proceeds of the sale in trust for the secured party.
• The secured party has the right to take possession of the collateral if the debtor fails to make payment or defaults under the terms of the Agreement.
• The Purchase Money Inventory Security Agreement gives Canadian suppliers a more secure method of selling goods on credit. It can be used in any province that has Personal Property Security Act legislation.

Prepare a set of Conditions for Sale to be attached to a Purchase Order with this downloadable template.

• The Conditions for Sale can be attached as a schedule to a purchase order to set out the terms and conditions under which the buyer will purchase, accept delivery and pay for the goods.
• The seller warrants that all goods will conform to the buyer's specifications.
• Delivery is subject to inspection by the buyer.
• The seller must provide written notice of any anticipated or actual delay in shipping.
• The seller will pay the costs of delivery for returned products.

Download the Purchase Order Conditions for Sale template for your business.

Need a purchase order form for your business? Here's a free one you can download now!

• Don't pay for preprinted forms when you can create your own with this free template. Print them off to be filled in by hand.
• You can also fill in the form on your PC, laptop or tablet.
• The order form contains fields for stock number, description of item, quantity, price per unit, and total per line.
• Customize the form for your particular business needs.

Get the free Purchase Order Form and start using it right away.

Have you received a shipment of goods that are not acceptable? Inform the supplier with this Rejection of Goods Notice.

• The customer rejects the delivery and acceptance of goods purchased from the supplier, and returns the goods at the supplier's cost.
• The form sets out the goods being rejected, the dates on which the goods were paid for, and the reasons the goods are being rejected (damaged, non-conforming, substandard, etc).
• The customer requests a refund for payment of the goods within 10 days of the return shipment to the supplier.
• This form is generic and can be used anywhere.
• Download, fill it in, send it to the supplier, and keep a copy for your files in case legal action is required.

Create a Requisition Slip for supplies or goods with this free template form.

• The Requisition Slip can be used by almost any form of business.
• The form contains fields for stock control number, description of item, needed by (department or individual), quantity, price and total.
• You can also indicate your preferred suppliers.
• Available as a downloadable MS Word form that can be filled in on a computer, or printed out and filled in by hand.
• Customizable, easy to use.

This Vendor / Supplier Evaluation Worksheet lets you evaluate a potential vendor or supplier before committing to do business with them.

The worksheet allows you to grade the potential supplier on a number of different criteria, including:

• quality of materials,
• timeliness of delivery,
• reputation,
• expertise of staff and support personnel,
• other factors relevant to your business.

This Vendor ⁄ Supplier Evaluation Worksheet is provided in MS Word format, and can be downloaded and completed on a computer, or printed off and filled in by hand.