Checking a Purchase Request Before You Raise a Purchase Order.
English for Office Administrators. Lesson 4.
You have a purchase request, but a few details look risky: the quote is unclear, the cost centre is missing, and the justification is too vague for policy. In this lesson you practise checking the request properly before you raise a purchase order. You will work with a purchase request summary, a supplier quote snippet, and a short procurement rule extract. You will practise asking for the information that prevents delays later: correct supplier details, delivery timelines, item descriptions, coding, and the right approver. You will also practise explaining the process in plain language so colleagues understand what happens next and why you need certain fields. By the end, you will be able to confirm that a purchase request is complete and compliant, and you will be able to write a short, traceable update that shows what you checked and what you are waiting for.
1. You spot risks in a purchase request.
Imagine you are at your desk and a purchase request lands in your queue with a note that says, “Can you raise the PO today?” This is exactly where admin English needs to be calm, precise, and protective of the process. In this lesson, you are not trying to slow things down for the sake of it. You are trying to prevent delays, budget problems, and awkward surprises later.
In this first block, we’ll set up the scenario and do a quick triage. You’ll read a short purchase request summary and your job is to scan it like a careful procurement admin: what is complete, what is missing, and what feels risky. Then you’ll turn those gaps into clear questions you can send back.
As you do this, keep your language neutral. Avoid blame, and focus on facts. Phrases like “Before I raise the PO, I just need to confirm a few points” are your best friend. Let’s start by looking at what you’ve been given and what you still need.
Today’s situation.
You are processing a purchase request from a colleague, and they want you to raise a purchase order (PO) quickly. However, a few details look risky:
the quote is unclear (version and totals don’t fully match the description),
the cost centre is missing,
the business justification is too vague for policy,
the approval route is not clear.
Your “can do” outcome for this lesson is practical: you can confirm a purchase request is complete and compliant before raising a PO, and you can write a traceable update showing what you checked and what you are waiting for.
How to check a purchase request (a simple admin routine).
When you’re under time pressure, a routine keeps you safe. Here is a fast check you can reuse:
What are we buying? Clear item description and specification.
From whom? Supplier legal name, ABN/company number if used internally, and contact.
For how much? Quote attached, correct currency, totals make sense.
Where to charge it? Cost centre and any required coding.
Who approves? Correct approver for the value/category.
When do we need it? Lead time, delivery address, delivery terms.
Is it compliant? Justification meets the procurement rule.
You’ll notice how this routine matches today’s chunk bank language:
“Before I raise the PO, I just need to confirm a few points.”
“Which cost centre should this be charged to?”
“Can you share the latest quote version?”
“Could you add a brief business justification?”
What “traceable” means here.
Traceable does not mean long. It means someone else can understand:
what you checked,
what you asked for,
what is pending,
what you will do next once you receive it.
In the activity, you’ll read the request summary and write targeted clarification questions based on the gaps.
Practice & Feedback
Read the purchase request summary below as if it has just landed in your queue. Your task is to write 4–6 precise clarification questions you would send back to the requester before you raise the PO.
Keep the tone helpful and neutral (no blame), and make the questions specific. Try to cover at least: cost centre/coding, quote version/price clarity, supplier details, delivery timeline/address, business justification, and approver.
Start with one polite opening line (for example, “Thanks for sending this through…” or “Before I raise the PO…”), then list your questions clearly. Bullet points are fine.
Purchase Request Summary (PR-18473).
Requester: Sam Patel (Facilities)
Request: “Need new office chairs for level 5. Please raise PO ASAP.”
Now let’s move to the real-life part that often makes requests risky: the “quick explanation”. A colleague might give you helpful context, but they also tend to be vague because they’re busy. Your job is to listen for what is missing and then ask clean follow-up questions.
In this block you’ll listen to a short Teams voice note from Sam, the requester. While you listen, don’t focus on every word. Focus on the procurement essentials: what exactly is being purchased, what deadline is real, what quote they are using, and whether they have an approver and cost centre.
After you listen, you’ll answer a few comprehension questions and then you’ll write a short, calm reply that moves the process forward. Remember your boundary language: “Without approval, I can’t move it forward” is strong, but you can soften it by starting with process: “Before I raise the PO, I just need to confirm…”.
Listening for gaps (not just information).
When someone explains a request verbally, you often get extra context (why they want it), but you still miss the admin essentials (what Finance/Procurement needs).
As you listen to Sam, try to separate:
Useful context (helps you write a better justification)
Actionable details (needed to raise the PO)
Gaps / risks (what you must ask for)
Mini strategy: note the “4 numbers”.
In procurement admin, numbers create the most avoidable delays. As you listen, check whether you have:
Quantity (how many?)
Amount (exact value and currency)
Date (required-by date / lead time)
Reference/version (quote version, product code)
Language to use straight after a voice note.
Here are a few sentence starters that keep you polite and in control:
“Thanks for the context, that’s helpful.”
“Before I raise the PO, I just need to confirm a few points.”
“Which cost centre should this be charged to?”
“Can you share the latest quote version? I just want to make sure we’re using the correct total.”
“What’s the lead time on these items?”
“Once it’s approved, I’ll raise the PO and send the reference.”
Your focus in the activity.
You will listen once, then again if needed. Your answers should show that you understood:
what Sam needs,
what is still missing,
what you will do next (and what you cannot do yet).
After the comprehension questions, you’ll draft a short reply message to Sam with two parts: a friendly acknowledgement and a tight checklist of what you need.
Practice & Feedback
Listen to Sam’s short Teams voice note. Then do two things:
Answer these comprehension questions in 1–2 sentences each:
What is the real reason the chairs are needed now?
What deadline does Sam mention?
What does Sam say about the quote?
Which key admin details are still missing?
Write a short Teams reply to Sam (80–120 words). Start politely, then ask for the missing details using a clear checklist. Include one process sentence explaining what you will do once you have the information (for example, “Once it’s approved, I’ll raise the PO and send the reference”).
Keep the tone calm and professional. Do not sound annoyed, even if the request is vague.
3. You check the procurement rule and the justification.
Next, we’ll tackle the part that many people find uncomfortable: telling a colleague their justification is not strong enough. The goal is not to lecture them. The goal is to get wording that meets the procurement requirement, so the request doesn’t bounce back later.
In this block, you’ll read a short procurement rule extract and compare it with Sam’s original justification, “Team needs them.” You’ll see why that is risky: it doesn’t explain business impact, urgency, or why this supplier/option makes sense.
Then you’ll practise two micro-skills: first, rewriting a vague justification into a compliant one, and second, requesting that justification from Sam in a way that feels normal and professional. Notice how we keep it plain: one or two sentences is often enough, as long as it is specific and factual.
Why justifications matter (even for simple purchases).
In many organisations, Procurement and Finance need a short justification not because they enjoy bureaucracy, but because they need an audit trail. A future reader should be able to understand why this purchase was appropriate at the time.
A vague justification like “Team needs them” can be true, but it is not specific enough. It doesn’t show:
urgency (what happens if we don’t buy now?),
business impact (safety, compliance, productivity),
reasonableness (why this quantity, why this supplier),
alignment with policy.
Procurement rule extract (short and realistic).
Read the policy extract in the activity carefully. Notice the language: it doesn’t ask for a long essay. It asks for a clear reason.
A practical formula for a compliant justification (1–2 sentences).
You can guide colleagues using a simple structure:
Context + impact + urgency + scope
Here are examples for today’s situation:
“Replacement chairs are required for Level 5 due to chair failures and reported discomfort issues. This purchase is needed to maintain safe, ergonomic seating for 12 staff members and to avoid further incidents.”
“We need to replace 12 chairs on Level 5 as two chairs have failed and staff have reported back discomfort. Please prioritise to support workplace safety and reduce risk of injury.”
You are not adding drama. You are adding facts.
How to request this politely.
Try these phrases when asking Sam to strengthen the justification:
“Could you add a brief business justification?”
“This needs to meet the procurement requirements, so we’ll need one or two sentences on the reason and impact.”
“If you can confirm the urgency and the impact, I can add that to the request.”
In the activity, you will rewrite the justification and then draft a message requesting it.
Practice & Feedback
Read the short procurement rule extract. Then do two things:
Rewrite Sam’s justification “Team needs them” into a compliant justification of 1–2 sentences. Keep it factual, and use the information from the scenario (chair failures, back complaints, Level 5, quantity 12).
Write a short message to Sam (60–90 words) asking them to add/confirm the justification wording. Be polite but clear that it is required for the process. Use at least one phrase from the lesson chunk bank (for example, “This needs to meet the procurement requirements” or “Could you add a brief business justification?”).
Your goal: Sam should be able to copy-paste your wording into the form.
Procurement rule extract (internal).
For all purchase requests, the requester must provide a business justification that is specific and auditable.
The justification must include:
what the goods/services are needed for,
the operational impact if the purchase does not proceed,
why the quantity is reasonable.
Requests with missing or vague justification may be returned for clarification and will not proceed to PO creation until updated.
4. You validate the quote, supplier and delivery details.
Let’s move to the document that causes the most hidden problems: the quote. People often attach “a quote”, but it might be an old version, it might include optional items, and it might not clearly match what’s in the request. If you raise a PO based on unclear quote details, you can end up with invoice mismatches, delivery confusion, or approvals being challenged.
In this block you’ll read a quote snippet and practise a careful, admin-style comparison. Your aim is to identify exactly what you need to confirm before you proceed: the quote version and validity, what is included, delivery lead time, delivery address, and the supplier details.
You’ll also practise how to ask these questions efficiently. You are not interrogating the requester; you are protecting them from delays. Clear questions now mean fewer emails later. After you scan the quote, you’ll write a short checklist request back to Sam, focused only on the quote and delivery points.
What to check on a supplier quote (fast but safe).
When you check a quote before raising a PO, you’re looking for match and clarity. Your aim is to be able to say, confidently: the PO will match the quote.
Here is a practical checklist you can use:
Supplier details: correct legal name, ABN/company number if required internally, contact email.
Items match: item description, model codes, quantities.
Totals match: unit price, subtotal, GST/VAT, delivery charges.
Delivery terms: lead time, delivery address, installation (if relevant).
Typical risks (and how to word them neutrally).
If something looks wrong, you don’t need dramatic language. Use neutral, factual wording:
“The quote shows two line items. Can you confirm we only need line 1?”
“The quote is marked ‘Estimate’ and has no validity date. Can you confirm the final quote version?”
“Delivery is listed as ‘TBC’. What’s the lead time on these items?”
Micro-language: keep it process-based.
Notice how these phrases keep you calm and professional:
“Can you share the latest quote version?”
“What’s the lead time on these items?”
“Is the delivery address the usual site address?”
“If anything changes, please let me know straight away.”
Your task in this block.
You’ll read a quote snippet and identify the 3–5 points you must clarify before proceeding. Then you’ll draft a short message to Sam focusing on quote and delivery only (we’ll handle coding/approvals elsewhere).
Practice & Feedback
Read the quote snippet carefully. Then write a short message to Sam (90–130 words) that:
starts with one polite opening line,
asks 3–5 specific questions based on the quote (version/validity, what is included, totals, delivery lead time, delivery address),
uses at least two chunk bank phrases (for example, “Can you share the latest quote version?”, “What’s the lead time on these items?”, “Is the delivery address the usual site address?”),
finishes with a clear next step (for example, “Once I have confirmation, I’ll move it forward”).
Do not mention policy in this message. Keep it practical and focused on the quote and delivery details.
Supplier quote snippet (ErgoSeat).
Supplier: ErgoSeat Solutions
Quote ref: ESQ-7712
Date: 08 Oct
Status: Estimate
Line 1: ErgoSeat Pro Chair, black, Model ESP-22 | Qty 12 | Unit $495 | Subtotal $5,940
Line 2: Delivery & installation | Qty 1 | $1,250
GST: $719
Total: $7,909
Delivery: “TBC (approx. 7–14 business days after order confirmation)”
Delivery address: “Customer site (details required)”
Validity: not stated
5. Teams chat simulation with the requester.
Now you’re going to practise this in a more realistic way: a short chat-style exchange, like you would do in Teams. This is where your English needs to be both fast and accurate.
In the chat, Sam is likely to answer some questions but not all of them, and they may push for speed. Your job is to keep the tone friendly while protecting the workflow. You’ll ask for missing details, summarise what you have, and explain what happens next in plain language.
A good procurement admin message does three things at once: it is polite, it is specific, and it leaves a trace. That’s why we use phrases like “At the moment it’s pending approval” and “Once it’s approved, I’ll raise the PO and send the reference.”
In the activity, you will write a mini chat: your message, Sam’s likely reply, and then your follow-up. Keep your lines short, like real chat. Aim for progress, not perfection.
Chat-style English: short lines, clear control.
In Teams, you don’t have space for long paragraphs, but you still need clarity. Think in three chat moves:
Open + set the purpose
Checklist questions (easy to answer)
Summary + next step
A model chat (you can borrow the structure).
You: Thanks Sam. Before I raise the PO, I just need to confirm a few points.
You: Which cost centre should this be charged to, and who needs to approve it?
You: Also, can you confirm whether we need delivery & installation (line 2), and the delivery address for Level 5?
Sam: Cost centre is 4102. Approver is Priya. We do need installation. Address is head office, 22 King St.
You: Perfect, thanks. What’s the lead time on these items? The quote says 7–14 business days.
Sam: Not sure, but we need them next week.
You: No worries. If you can confirm lead time with the supplier today, I’ll move it forward. Once it’s approved, I’ll raise the PO and send the reference.
Notice the tone control.
The model chat avoids blame and avoids overpromising:
It does not say “You didn’t fill in the form.”
It does not say “I guarantee delivery next week.”
It does say what is needed and what happens next.
Your turn.
In the activity you will write a realistic mini chat. You will play both roles briefly so we can see the full flow. Make sure the final line clearly states the status and the next step.
Practice & Feedback
Write a short Teams chat simulation about this purchase request. Please format it like a chat with names.
Write 3 messages from you and 2 short replies from Sam (so 5 lines total).
Your goal is to collect key missing details and keep the process moving.
You must ask about: cost centre, approver, and delivery lead time/address.
Use at least three phrases from the chunk bank (for example, “Before I raise the PO…”, “Which cost centre…?”, “What’s the lead time…?”, “Once it’s approved, I’ll raise the PO and send the reference”, “At the moment it’s pending approval”).
Keep each message short (1–2 sentences), like real Teams chat. End with your final line summarising what will happen next.
Helpful phrase bank for this chat.
You can use or adapt these:
Before I raise the PO, I just need to confirm a few points.
Which cost centre should this be charged to?
Who needs to approve it?
Can you share the latest quote version?
Is the delivery address the usual site address?
What’s the lead time on these items?
At the moment it’s pending approval.
Once it’s approved, I’ll raise the PO and send the reference.
This needs to meet the procurement requirements.
If anything changes, please let me know straight away.
6. You write a traceable update and internal note.
We’ve asked the right questions and managed the chat politely. Now we finish like a strong office administrator: we document it. This is the part that protects you and helps colleagues pick up the thread if you’re away.
In this final block, you’ll write two short outputs. First, a traceable update to Sam: what you have checked, what you are waiting for, and what you will do once it arrives. Second, a brief internal note you could paste into a ticket or procurement system.
The key skill here is structure. You are not writing a story. You are writing an audit-friendly record: factual, dated in style, with reference numbers, and clear status. Use the language we’ve practised: “At the moment it’s pending approval” and “I’ll update you as soon as the PO is created.”
Aim for clarity over cleverness. When someone reads your note later, they should immediately know what is happening and what to do next.
Why the final written record matters.
In admin work, your communication is not only about being polite in the moment. It is also about leaving a clear trail so that:
Procurement/Finance can see what you checked,
the requester knows what is blocking progress,
another admin can pick it up if you’re not available,
PR-18473 (Sam Patel, Facilities) – PO not raised yet
Checked: supplier quote ESQ-7712 dated 08 Oct (status: estimate), items/qty 12 chairs, delivery & installation line present.
Pending from requester: cost centre, approver, confirmation of quote version/validity, confirm whether delivery & installation is required, delivery address details, confirmed lead time.
Status: On hold pending missing information and approval route.
Mini rubric for your final performance.
When you finish, self-check:
Did I include what I checked?
Did I clearly list what is pending?
Did I state the status (on hold / pending approval) and next step?
Did I keep the tone neutral and professional?
Now you’ll produce your own requester update and internal note based on the same scenario.
Practice & Feedback
Write two short texts based on the same purchase request (PR-18473).
Part A: Update to Sam (80–120 words)
Confirm what you have checked.
Clearly list what you are waiting for.
Explain what you will do next once you receive it.
Use at least two chunk bank phrases (for example, “At the moment it’s pending approval”, “Once it’s approved, I’ll raise the PO and send the reference”, “I’ll update you as soon as the PO is created”).
Part B: Internal system note (60–100 words)
Write it like a ticket/workflow note: factual, traceable, concise.
Include PR number and quote ref.
You can use bullet points for the pending list if it helps clarity.
Key facts to include (recap).
PR: PR-18473
Requester: Sam Patel (Facilities)
Item: Ergonomic chairs x 12 (ErgoSeat Pro Chair, Model ESP-22)
