Perfect PO Practices: Writing the Perfect Item Description

A better description today means
fewer headaches tomorrow

How Detailed Descriptions Do Future You a Favor

Item descriptions can seem like a small detail when creating a Purchase Order (PO), but a clear item description can save you time when you receive the goods or services you purchase, review an invoice, make a PO Change, or answer a question about the purchase later.

The best item descriptions describe the purchase well enough that you can recognize it without reopening the quote or searching through old emails.

Include details that help identify what you are buying, such as:

• The specific product or services
• Quantity or scope
• Model, product, or part number
• Service or subscription period, when applicable

For example:

Instead of…	Try…
Consulting Services	Website accessibility consulting services – September-December 2026
Annual Subscription	12-month software subscription for 15 users – October 2026-September 2027

Make the Description Useful on Its Own

Descriptions such as “See attached quote,” or “Quote #12345” point you to more information, but they do not tell you what the PO is actually for. Item descriptions like these become especially challenging when researching or changing a PO while the original requester is unavailable (i.e., OOO/on leave, moved to a different position, or left the University).

A useful description makes it easier to identify the correct PO or PO line, review invoices received, and understand the purchase later without retracing your steps; with a clearer record of what was authorized, both you and the University are protected if questions come up later.

Have Questions?

If you have questions about item descriptions, the Finance Solutions Center is here to help. Contact them using the information below, and they will connect you with Procurement Services to discuss your Purchase Order.

Email: AskFinance@virginia.edu

Phone: 434-924-3400