Free Hotel Supplies Purchase Order Template & Generator
A hotel supply order is a par calculation before it is a purchase. Three pars across 96 rooms is 576 bath towels, and the supplier sells them by the dozen at a weight per dozen, so the PO has to carry both numbers. Logo-printed amenities add an artwork revision and a proof approval, and anything that goes above the lobby needs a delivery appointment and inside delivery written on the order.
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| Description | Qty | Rate | Amount |
|---|---|---|---|
| Guest-room linen sets | 120 | $46.00 | $5,520.00 |
| Amenity cartons | 20 | $72.00 | $1,440.00 |
| Housekeeping cart | 3 | $415.00 | $1,245.00 |
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Use-case checklist
What to include in a hotel supplies purchase order
Linen is bought by weight and judged by feel, so a 17 lb per dozen towel and a 12 lb per dozen towel both read as bath towel, white on a PO and look nothing alike on a rack. Order the light one and housekeeping notices in a week, guests notice in two, and you are holding 576 towels you cannot return because they have been through the laundry. Printed amenities are worse, because a logo run is made to order: an artwork revision nobody approved in writing produces two thousand bottles carrying last year's wordmark and no supplier obligation to take them back. And a pallet delivered with no appointment sits on the dock or goes back on the truck, which is a second freight charge on a delivery you already paid for.
- hotel, department, requester, and PO number
- item, specification, pack, quantity, and unit price
- branding, color, sample, or approved-substitute requirements
- delivery appointment, inside delivery, and installation
- returns, freight, approvals, and invoice instructions
Example starting lines
| Description | Qty | Rate |
|---|---|---|
| Guest-room linen sets | 120 | $46 |
| Amenity cartons | 20 | $72 |
| Housekeeping cart | 3 | $415 |
Complete it cleanly
Identify property, department, requester, budget or quote reference, item specifications, branding or color, quantities, delivery appointments, inside delivery, installation, returns, and invoice routing.
How to make a hotel supplies purchase order in 6 steps
Open the purchase order generator
Start from this page so the purchase order opens with fields and sample lines already set up for hotels, inns, and lodging procurement teams. No account is needed to create or preview.
Enter both parties
Add your business name, address and contact details, then the supplier name and address exactly as they should appear on the record.
Add the hotel supplies lines
Replace each sample line with the real work or goods. Make sure the document shows hotel, department, requester, and PO number, item, specification, pack, quantity, and unit price, branding, color, sample, or approved-substitute requirements.
Check the figures
Totals calculate as you type. Confirm quantities, rates, any tax line and the final total against your own records before you send anything.
Set the reference and dates
Give the purchase order a unique number and the correct date so it can be traced later and matched to related documents.
Review and download the PDF
Identify property, department, requester, budget or quote reference, item specifications, branding or color, quantities, delivery appointments, inside delivery, installation, returns, and invoice routing. Preview is free; a PDF download costs $4.99, or is included with Unlimited.
Worked example
Restocking 96 rooms to three pars, with one logo-printed line
Larkspur Inn & Suites, a 96-room property with 40 king rooms, issues PO HS-2214 to Meridian Hospitality Supply on April 6, 2026 against quote MH-8802. Housekeeping is rebuilding to a three-par linen level and reordering the property-labeled shampoo, which needs an artwork proof before production.
- Bath towel, 27 x 54 in, 17 lb/dz, white: 2 per room x 96 rooms x 3 pars = 576 ea, ordered as 48 dz at $28.80/dz
- $1,382.40
- King flat sheet, T-250: 40 king rooms x 3 pars = 120 ea, ordered as 10 dz at $79.20/dz
- $792.00
- Property-labeled shampoo, 1 oz, artwork AR-19 rev 2, written proof approval required before the run: 2,000 ea at $0.48
- $960.00
- Guest-room iron, 1,200 W, replacement stock for housekeeping: 12 ea at $34.50
- $414.00
- Goods subtotal, the four lines above
- $3,548.40
- Contract discount, 5% on the two textile lines only ($2,174.40 of goods)
- -$108.72
- Freight plus inside delivery to the third-floor housekeeping store, appointment booked April 14, 7-10 a.m.
- $245.00
- Sales tax, shown here at an illustrative 6.5% on goods after the discount ($3,439.68); the rate, whether a discount reduces the taxable base, and which lines are taxable at all differ by jurisdiction, so confirm yours
- $223.58
- PO HS-2214 total authorized
- $3,908.26
The shampoo line is the one that cannot be fixed later. Approve the proof in writing against artwork AR-19 rev 2 before production, because two thousand bottles are made to order and nobody is restocking a run that carries the wrong wordmark.
When this document is the right choice
Use this purchase order to authorize a purchase before a supplier fulfills it. A purchase order comes from the buyer and authorizes an order. The supplier later sends an invoice that references the PO number for matching and payment.
Frequently asked questions
How do I turn a par level into a quantity the supplier can pick?
Do the multiplication on the PO and show it. Two towels per room across 96 rooms at three pars is 576 each, and Meridian sells by the dozen, so the line reads 48 dz. Leaving it as three pars of towels hands the conversion to an order desk that does not know your room count or how many towels you put in a room. Write both numbers, the piece count and the selling unit, so receiving can count cartons against the same figure.
What makes a logo-printed amenity line different from every other line on the order?
It is made to order, so the order has to hold production until someone approves a proof in writing quoting the artwork revision, AR-19 rev 2 in the example. Say what the proof has to show, because a wordmark that reads cleanly on a screen can close up at 1 oz label size, and ask whether a physical preproduction sample is available before the full run. Whether a custom run can be returned or reworked at all is a term in your supplier's own conditions, so read those before you commit two thousand units.
Why does the towel line need a weight per dozen when I have already given the size?
Because size and weight are independent. A 27 x 54 inch towel exists at roughly 12 lb per dozen and at 17 lb per dozen, and the difference is what a guest feels and what your laundry contract costs to run. The weight is the closest thing to a specification on the line, so put it next to the dimensions and the color, and have receiving check the case label against it before the pallet is broken down.
The pallet has to reach a third-floor storage room. How is that written on the order?
Put it in the delivery terms, not in an email. Name the receiving contact, the appointment date and window, and the words inside delivery to third-floor housekeeping store, then check whether the freight quote actually covers inside delivery and a liftgate or only curbside. Carriers commonly price those as extra services, and a driver who was not dispatched for inside delivery will leave the pallet at the dock.
Three new pars are arriving. What happens to the linen already in circulation?
Decide before the pallet lands, because mixed generations are what make a rack look tired. Pull the worst grade out to rag stock, keep one generation to a floor or a room type instead of shuffling old and new through the same par, and mark the new stock so housekeeping can tell them apart at the chute. Count what you retire, since a three-par level only holds if the count leaving matches the count arriving, and file that retirement figure with PO HS-2214 so next year's order starts from a real number rather than a guess.
More purchase order templates
Start with the closest business workflow and adjust the details.