A purchasing policy template covering supplier appraisal, purchasing controls, checks on goods and services, UKCA and CE marking and counterfeit items, with a second version that names the legislation.

Effective Policy Templates

This policy template is supplied in fully editable MS Word format and can be easily customised and edited. The document uses pre-defined style formatting throughout, with all text in Calibri font for improved readability.
The following document labelling is included in the footer:

• Policy number and title
• Information-classification
• Version
• Page number / total pages

alphaZ documents - beautifully designed, tried and tested policy templates. No junk, jargon or unnecessary content. Simple and usable policy templates developed over 25 years through practical use in the real world.

Further Reading

Further guidance on purchasing:

• Purchasing and Supplier Management
• ISO 9001 Clause 8.4 - Control of Externally Provided Processes, Products and Services
• CE and UKCA Marking
• Management Systems knowledge base

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Purchasing Policy Template

A purchasing policy template setting out effective controls over the procurement of goods and services, with additional controls where what is purchased affects, or could affect, the service the organisation provides.

The policy has Approved By and Date Approved fields and carries a Public information classification, so it can be shared with workers, clients and other interested parties.

What the Purchasing Policy Covers

• Approved suppliers - all purchasing from approved suppliers unless an exception is authorised in advance
• Supplier appraisal - completed before an order or before adding a supplier to the approved supplier list, at a level that suits what is bought
• Purchasing controls - authorised purchasers, approved limits, and requisitions and purchase orders kept
• Incoming goods - checked for specification, damage, contamination and quantity, with issues recorded and goods quarantined where needed
• Services - checked to confirm they were completed as agreed
• UKCA and CE marking - checks on construction products that must be marked, including the declaration of performance
• Counterfeit and fraudulent items - not purchased, with suspect items quarantined and reported
• Review - at least once a year at management review

Two Versions Supplied

The main policy is generic and does not name legislation. P-94 Purchasing Policy (V2) names the Construction Products Regulations in the marking section and adds a legislation section, for organisations in the UK that want the references spelled out.

Using the Policy

Add your company name and logo, check each commitment matches what your organisation does and edit any that do not, then approve and date the policy and share it with workers and anyone else who needs to see it.

Who Needs a Purchasing Policy?

Organisations working to ISO 9001 and any organisation that wants its purchasing and supplier controls stated in one place, including those buying construction products.

Works with the Purchasing Procedure

The PP-1-18 Purchasing Outsourced Services Policy Procedure and PP-1-09 Supplier Appraisal Policy Procedure set out the procedures, suppliers can be appraised on the F-Q9 Supplier Appraisal Form, and orders raised on the F-Q50 Purchase Order Form and listed on the ER6 Purchase Order Register.

Document Control

The footer carries the policy number and title, information classification, version and page numbers, and the approval fields record who approved the policy and when, so it can be controlled with the rest of your management system documents and listed on a document register such as the F-IMS20 Document Register.

Related Policies

• P-55 Counterfeit and Fraudulent Items Policy - counterfeit items
• P-105 Construction Products Regulations Policy - construction products
• P-125 Supplier Policy - suppliers