Resources » Procurement Policy Template
Procurement Policy Template
A procurement policy template is a ready-to-edit document that sets out how your organisation buys goods and services — its purpose and scope, approval thresholds, how suppliers are selected and evaluated, ethical standards, and record-keeping requirements. Download this free template, fill in your thresholds and approvers, and you have a working procurement policy without starting from a blank page.
A written procurement policy is what turns ad-hoc buying into a controlled, auditable process. It tells staff what they can spend without approval, how to choose suppliers, and how to stay compliant. This template gives you every standard section so you only have to fill in the specifics.
Download the Procurement Policy Template (Markdown)
What's inside
- Purpose, scope and the principles that govern all purchasing.
- Roles and responsibilities across requesters, approvers and procurement.
- Approval authority thresholds and when competitive quotes are required.
- Supplier selection, evaluation and conflict-of-interest rules.
- Ethics, anti-bribery and record-keeping / audit requirements.
How to use it
- Fill in your organisation name and the approval thresholds that match your delegation of authority.
- Name the roles responsible for raising, approving and placing orders.
- Circulate for review with finance and management, then publish to staff.
- Review annually — the template includes a version/review section for this.
Frequently Asked Questions
Why does my business need a procurement policy?
A procurement policy prevents uncontrolled spending, reduces fraud and favouritism risk, and gives auditors evidence that purchases follow a defined process. It also speeds up day-to-day buying because staff know exactly what they can approve and when quotes are needed.
Can I adapt this template to my company?
Yes — it is a plain Markdown document designed to be edited. Change the thresholds, roles and rules to fit your delegation of authority and industry. Nothing in it is specific to any one platform, so it works whether or not you buy through Lapasar Mall.
What approval thresholds should I set?
Thresholds should reflect your risk appetite and team size. A common pattern is: small purchases approved by a line manager, mid-value purchases requiring a department head plus one competitive quote, and high-value purchases requiring multiple quotes and senior sign-off. The template leaves these as clearly-marked placeholders for you to set.
Other procurement templates
- RFQ Template
- Purchase Order Template
- Purchase Requisition Template
- Vendor Scorecard Template
- Supplier Onboarding Checklist
- Procurement Savings Tracker
- Approval Matrix Template
- Budget Request Form Template
- Spend Analysis Spreadsheet
- Procurement KPI Dashboard
- Supplier Audit Checklist
- Vendor Risk Assessment Template
- Contract Register Template
- Supplier Quotation Comparison
- Annual Procurement Plan
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