Procedure Memo: Standardizing Purchase Requests

The Purchasing Department handles purchases for a growing family company. Some purchase orders arrive on the proper forms, but others are memos or handwritten notes that are barely legible. The owner wants to establish a standard procedure for submitting purchase requests. The purchase requests must now be downloaded from the company intranet.

To provide the fastest service, employees should fill out the purchase request. Employees must include everything: date, quantities, catalog numbers, complete descriptions, complete vendor mailing address and contact information, delivery requirements, and shipping methods (usually f.o.b.). The Purchasing Department should be sent the original, and a copy should be kept. An important step in the new procedure is approval by the budget manager on the request form.

Task: As assistant manager in the Purchasing Department, write a hard-copy memo to all employees informing them of the new procedure.