Free Supply Request Form: Office Supply Request with Approval, Supply Inventory and Reorder Sheet, and a Supply Order Tracker with Budget (PDF, Word, Excel)

What is on the page

Item number and vendor

The supplier's item or SKU number. Copying it saves the person ordering from guessing which toner or which glove size.

Qty, unit price, total

Excel multiplies each line and totals the request, so the approver sees the cost.

Par level and reorder point

On the inventory sheet, the stock you want after restocking and the count that triggers an order. Set them from how fast each item is used and how long delivery takes.

Order qty

Excel works out the quantity to order: par level minus on hand, but only for items at or below their reorder point.

Budget left

On the order tracker, the monthly supplies budget minus what has been ordered so far.

A supply request process that works

Give staff one way to ask for supplies, the request form, and one person who orders. Requests list the exact item, quantity and price, and a manager approves anything over an agreed amount. The person ordering combines requests into one order per vendor each week which cuts shipping costs and the number of boxes arriving, and records it on the order tracker. Larger orders go on a purchase order. When the delivery arrives, check it against the order before signing, and note anything missing or backordered.

Par levels and reorder points

Count the supply room on a fixed day, weekly in a busy clinic, monthly in a small office. For each item, the par level is how many you want on the shelf after restocking, and the reorder point is the count at which you need to order to avoid running out before the delivery arrives. A simple way to set them: reorder point = usage per week times delivery time in weeks, plus a small buffer; par level = reorder point plus one ordering period of usage. The sheet then tells you exactly what to order. In the sample, masks, gloves and pouches are below their reorder points and get ordered; small gloves are above theirs and wait for the next count.

Keeping supply spending under control

Supplies are rarely a big line in the budget, but they creep up through rush orders, duplicate items and things that disappear. The order tracker shows the month's spend against the budget as you go. Review the inventory sheet every few months: items that never reach their reorder point have par levels set too high, and items you keep running out of need higher ones. Agree preferred vendors and stick to them; ask for business pricing. Medical and safety supplies with expiry dates (gloves, first aid stock) should be rotated, oldest first. See the first aid kit restock checklist for first aid stock.

Editing the files

The PDFs are fillable. The Excel versions calculate request totals, order quantities from par levels, order costs and budget left. Replace the sample items with your own list and save it as the master for each count. Add your department and budget codes in Word or Excel.

Questions

What should a supply request form include?

The requester, department, date and when it's needed, each item with an item number, quantity, unit price and total, a reason, and approval and ordering details.

What is a par level?

The quantity of an item you want on hand after restocking. Order the difference between par and what is on the shelf.

How do I set a reorder point?

Weekly usage times delivery time in weeks, plus a buffer for busy periods or late deliveries.

How often should office supplies be counted?

Weekly for high-use or critical items such as medical supplies, monthly for most offices.

Does the inventory sheet calculate order quantities?

Yes. The Excel version orders up to par for every item at or below its reorder point and works out the cost.