Download free Japanese purchase order templates in Excel and Word. These templates are designed for overseas companies, freelancers, and business professionals who need to place an order with a Japanese supplier, manufacturer, or business partner.
The templates use a clean Japanese-style layout, but the main labels are written in English. A bilingual English-Japanese version is also included, so the document can be checked more easily by Japanese sales staff, purchasing teams, accounting staff, or managers.
A purchase order may look like a simple ordering document, but in Japan it is often treated as an important business record. It may be checked before production, delivery, invoicing, and payment. So the order details, delivery location, requested delivery date, and payment terms should be written clearly from the beginning.
Free Japanese Purchase Order Templates
Choose the purchase order template that fits your transaction. All templates are free to download and can be edited in Excel or Word.
Japanese Purchase Order Template 01
Basic purchase order with optional tax field
This is a basic Japanese-style purchase order template. It includes common fields such as issue date, purchase order number, supplier information, purchaser information, subject, requested delivery date, delivery location, payment terms, item description, quantity, unit, unit price, amount, subtotal, tax field, and total.
The tax field is optional, so you can enter a tax amount manually, leave it blank, or use "N/A" depending on the transaction.
Japanese Purchase Order Template 02 with Consumption Tax
Excel purchase order with automatic 10% consumption tax calculation
This Excel template automatically calculates 10% consumption tax. It is useful when you want to show subtotal, consumption tax, and total order amount clearly on a purchase order for a Japanese business transaction.
This template is provided as an Excel file only because the main feature is automatic calculation.
Bilingual Japanese Purchase Order Template 03
English-Japanese purchase order with optional tax field
This bilingual version includes both English and Japanese labels, such as "Issue Date / 発行日" and "Purchase Order No. / 発注書番号". It is useful when the purchase order is prepared by English-speaking staff but checked by Japanese suppliers, sales teams, or administrative staff.
The tax field is optional, so it can be used for different types of transactions without forcing automatic tax calculation.
What Is a Japanese Purchase Order?
A Japanese purchase order is a document used to place an order for goods or services. In Japanese, this document is usually called a "hachusho."
It is different from a quotation or an invoice. A quotation is usually sent by the seller before the order is confirmed. A purchase order is sent by the buyer to confirm what they want to order. An invoice is issued later to request payment.
In Japan, a purchase order is often used as a practical confirmation document. The supplier may use it to check item names, quantities, delivery dates, delivery locations, and payment conditions before starting work or arranging shipment.
This is why the document should not be too vague. A clean layout, clear item details, and specific delivery information make the order much easier to process.
If you need a Japanese-language format, you can also see our Japanese purchase order templates.
Which Template Should You Use?
If you are not sure which one to use, start with Template 01.
| Template | Best for | Tax field | Format |
|---|---|---|---|
| Japanese Purchase Order Template 01 | General purchase orders where tax does not need to be calculated automatically | Manual / optional | Excel / Word |
| Japanese Purchase Order Template 02 with Consumption Tax | Purchase orders where 10% Japanese consumption tax should be shown | Automatic 10% calculation | Excel |
| Bilingual Japanese Purchase Order Template 03 | Purchase orders checked by both English and Japanese readers | Manual / optional | Excel / Word |
Template 01 is the easiest starting point for most business orders. It includes the main fields that Japanese suppliers usually want to see, but the tax field is not fixed. You can enter the tax amount manually, leave it blank, or write "N/A" if tax does not apply.
Template 02 is more specific. Use it when you need to show Japanese consumption tax at 10%. Since it automatically calculates tax and total amounts, it is provided as an Excel file only.
Template 03 is useful when the purchase order will be checked by people on both sides. The English labels help overseas staff edit the file, while the Japanese labels make it easier for the Japanese side to understand the order quickly. In a real office, this kind of bilingual layout can reduce small confirmation emails.
Common Items in a Japanese Purchase Order
A standard Japanese purchase order usually includes the following items:
- Issue date
- Purchase order number
- Supplier name and address
- Purchaser information
- Subject
- Requested delivery date
- Delivery location
- Payment terms
- Total order amount
- Item description
- Quantity
- Unit
- Unit price
- Amount
- Subtotal
- Consumption tax, if applicable
- Total
- Remarks
Not every purchase order needs many detailed conditions. For a small order, the item name, quantity, unit price, and delivery location may be enough. Still, if the order is for business use, writing the requested delivery date and payment terms clearly can save time later.
One common mistake is leaving the delivery location too vague. For example, "Tokyo office" may be understood internally, but a supplier may not know the exact building, floor, or department. If the item will be delivered to a warehouse, branch office, or head office, write it clearly.
Purchase Order, Quotation, or Invoice: What Is the Difference?
These documents are related, but they are used at different points in the transaction.
| Document | Main purpose | Typical timing |
|---|---|---|
| Quotation | To propose price and conditions | Before order |
| Purchase Order | To place an order | After quotation / before delivery |
| Invoice | To request payment | After order or delivery |
| Delivery Note | To confirm delivery details | At delivery |
A purchase order is sent by the buyer. An invoice is usually sent by the seller. This difference is important.
In practice, I would keep the purchase order focused on the buyer's order instruction. If you add too much invoice-like wording, the supplier may wonder whether the document is an order, a billing document, or just a reference file. It is a small point, but it makes the document easier to handle.
Typical Document Flow in Japanese Business
In many Japanese business transactions, the document flow looks like this:
Typical document flow
Step 1
›
Step 2
›
Step 3
›
Step 4
›
Step 5
The order may vary depending on the company or contract. For example, some suppliers may issue an invoice before delivery, while others send it after delivery is completed.
For Japanese companies, documents often move through several people. A purchasing staff member may prepare the purchase order, a manager may approve it, and the supplier's sales staff may check it before shipment. So the purchase order should be simple, but not loose.
Japanese Business Customs to Keep in Mind
Japanese companies often prefer purchase orders that look tidy, consistent, and easy to file. This may sound basic, but it matters more than expected.
A purchase order may be printed, attached to an email, uploaded into an internal system, or used as a reference when issuing an invoice later. If the item description, quantity, delivery date, or delivery location is unclear, someone may need to ask for confirmation.
The supplier name is also important. In Japan, official company names are usually written carefully on business documents. If you know the formal company name, use it instead of a shortened name or brand name.
For example, writing only a contact person's name may feel too casual when the order is issued by a company. Use the company name, department name, and contact person if needed.
Another point is the requested delivery date. If the date is only a hope, "Requested Delivery Date" is better than simply "Delivery Date." It makes the wording more accurate and avoids the impression that the delivery date has already been confirmed.
About Delivery Location and Payment Terms
A purchase order should clearly show where the goods or services should be delivered. If the delivery location is simple, short wording is fine.
Examples:
- Delivery Location: Head Office
- Delivery Location: Sample Company Head Office
- Delivery Location: Tokyo Office
- Delivery Location: Warehouse Department
If the supplier needs to ship physical goods, it is safer to include the full address, building name, floor, and department. Japanese addresses can be detailed, and delivery staff may need that information.
Payment terms should also be written in plain English. Here are common examples:
- Payment Terms: Bank transfer
- Payment Terms: Bank transfer by the end of the following month
- Payment Terms: Payment due by yyyy/mm/dd
- Payment Terms: Payment due at the end of the following month
For a template sample, "Bank transfer by the end of the following month" is practical because monthly closing and payment cycles are common in Japanese business. It is not the only pattern, but many people will understand it quickly.
A small thing that is easy to miss: make sure the payment terms on the purchase order do not conflict with the supplier's quotation. If the quotation says one condition and the purchase order says another, the supplier may stop and ask for clarification.
Recommended English Labels for a Japanese Purchase Order
The wording should be simple and easy to understand. Here are recommended English labels for a Japanese purchase order.
| English label | Japanese meaning |
|---|---|
| Issue Date | 発行日 |
| Purchase Order No. | 発注書番号 |
| To | 宛先 |
| Purchaser | 発注者 |
| Company Name | 会社名 |
| ZIP / Postal Code | 郵便番号 |
| Address | 住所 |
| TEL / Phone | 電話番号 |
| メールアドレス | |
| Registration No. (if applicable) | 登録番号 |
| Contact | 担当者 |
| Subject | 件名 |
| Requested Delivery Date | 納品希望日 |
| Delivery Location | 納品場所 |
| Payment Terms | 支払条件 |
| Order Amount | 発注金額 |
| Item Description | 品目・内容 |
| Quantity | 数量 |
| Unit | 単位 |
| Unit Price | 単価 |
| Amount | 金額 |
| Subtotal | 小計 |
| Consumption Tax / Tax | 消費税 / 税 |
| Total | 合計 |
| Remarks | 備考 |
For the buyer field, "Purchaser" is recommended. "Buyer" is also understandable, but "Purchaser" feels more suitable for a business document.
For the delivery date field, "Requested Delivery Date" is better than "Delivery Date" on a purchase order. "Delivery Date" can sound like the date has already been confirmed or completed. A purchase order is usually sent before delivery, so the word "Requested" helps.
Example Wording for a Purchase Order
A purchase order usually includes a short sentence that introduces the order details.
| English wording | Japanese meaning |
|---|---|
| Please process the following order. | 下記のとおり発注いたします。 |
| We would like to place the following order. | 下記の内容にて発注いたします。 |
| Please arrange the items listed below. | 下記商品の手配をお願いいたします。 |
The first sentence is simple and works well for most templates. It is not too casual, and it is easy for both overseas staff and Japanese readers to understand.
How to Use the Template
- Download the Excel or Word file.
- Enter your company information as the purchaser.
- Add the supplier name and address.
- Enter the issue date and purchase order number.
- Write the subject of the order.
- Enter the requested delivery date.
- Fill in the delivery location.
- Add the payment terms.
- Enter item descriptions, quantities, units, unit prices, and amounts.
- Check the subtotal, tax field, and total amount.
- Save the file as PDF before sending it to the supplier.
Before sending the purchase order, check the item name, quantity, delivery location, and payment terms one more time. These are the places where mistakes tend to happen.
Personally, the field I would not leave vague is "Delivery Location." If the supplier already knows your company well, "Head Office" may be enough. But for the first order, or when goods are sent to a warehouse or branch, a full address is much safer. It is a small extra line, but it can prevent a very ordinary delivery problem.
Common Mistakes to Avoid
Here are a few mistakes that can cause confusion when sending a purchase order to a Japanese company.
- Using a supplier name that does not match the official company name
- Leaving the purchase order number blank
- Writing a vague item description
- Forgetting to include the requested delivery date
- Writing only "office" or "warehouse" as the delivery location
- Using payment terms that conflict with the quotation
- Using automatic tax calculation when the tax treatment is not confirmed
- Sending an editable Excel or Word file when a PDF would be safer
The biggest issue is usually not the design. It is whether the supplier can process the order without asking extra questions.
If the quotation says "NA0011-BC Dedicated Paper" but the purchase order says only "paper," the supplier may need to check which item you meant. It feels small, but in a busy sales office or warehouse, that kind of unclear wording can slow things down.
FAQ
Is a purchase order the same as an invoice?
No. A purchase order is sent by the buyer to place an order. An invoice is usually sent by the seller to request payment. They are used at different points in the transaction.
Can I use this purchase order template for a Japanese company?
Yes. These templates are designed for business transactions with Japanese companies. They use a clean Japanese-style layout with English labels, so overseas users can edit them easily.
Should I use "Purchaser" or "Buyer"?
Both can be understood, but "Purchaser" is recommended for this type of business document. It sounds a little more formal and fits a purchase order template well.
What should I write in the "Delivery Location" field?
Write where the goods or services should be delivered. For a short sample, you can write "Head Office" or "Sample Company Head Office." If physical goods are shipped, include the full address, building name, floor, and department when possible.
What should I write in the "Payment Terms" field?
Write the agreed payment condition. For example, "Bank transfer by the end of the following month" or "Payment due by yyyy/mm/dd." Make sure it matches the quotation or agreement.
Should I include consumption tax?
Not always. If the transaction includes Japanese consumption tax and you need to show it clearly, use the tax fields. If you are not sure, use the optional tax version or leave the tax field blank.
What is the difference between Template 01 and Template 02?
Template 01 has an optional tax field and is available in both Excel and Word. Template 02 automatically calculates 10% consumption tax and is available as an Excel file only.
Can I send the purchase order as a PDF?
Yes. After editing the Excel or Word file, it is usually better to export it as a PDF before sending it. This helps prevent layout changes and makes the document easier to file.
Can I edit the bilingual Japanese labels?
Yes. You can edit or remove the Japanese text if it is not needed. The bilingual version is included to make the purchase order easier for Japanese readers to check.
Related Resources
If you need other Japanese business document templates, the following pages may also be useful.
- Japanese Business Document Templates
- Japanese Quotation Template
- Japanese Invoice Template
- Japanese Receipt Template
- Japanese Delivery Note Template
Summary
These Japanese purchase order templates are useful when you need to send a clean order document to a Japanese supplier or business partner.
For most users, Template 01 is the easiest starting point. It includes issue date, purchase order number, supplier information, purchaser information, requested delivery date, delivery location, payment terms, item details, amount, and an optional tax field, and it is available in both Excel and Word.
If you need to show 10% Japanese consumption tax, Template 02 is useful because it automatically calculates the tax and total amount. This version is available as an Excel file only.
If the purchase order will be checked by both English and Japanese readers, Template 03 is the most practical choice.
A purchase order is not just a list of items. In Japanese business, it can become the starting point for delivery, invoicing, and internal approval. Keep the item details specific, write the delivery location clearly, and make sure the payment terms match the quotation or agreement.
