# Purchase request justification prompt: free ChatGPT template > Write a short, honest business case for a purchase: the problem, the cost, the options considered and what happens if you wait, ready for approval. Source: https://learn.ynteractive.com/content/prompts/purchase-request-justification-prompt · Updated 2026-10-02 · Free from Stepthrough (https://learn.ynteractive.com) [Reports and planning](https://learn.ynteractive.com/content/prompts#job-reports-and-planning) · [Operations](https://learn.ynteractive.com/content/prompts#industry-operations) · [Finance](https://learn.ynteractive.com/content/prompts#industry-finance) · Works in ChatGPT, Claude, Gemini and Copilot Updated October 2, 2026 · By [Robert Breen](https://learn.ynteractive.com/content/about) Use this when you need approval to buy something, such as software seats, a scanner or new chairs, and the approver wants a reason, not just a price. A strong request is short: the problem today, what you propose, what it costs, what else you looked at and what happens if the answer is no. This prompt arranges the facts you gather in that order, so the approver can decide in two minutes. It uses only your numbers, so the case stands on facts you can defend. **Have a professional review it.** This prompt helps you explain your own numbers, not give financial advice. Have your accountant or financial advisor review anything you will act on. ## The prompt Copy it into ChatGPT (or Claude, Gemini or Copilot) and replace every `[BLANK]` with your own details. It uses the four parts from [Prompt Writing 101](https://learn.ynteractive.com/content/prompt-writing-101-role-context-task-format): Role, Context, Task and Format. Copy prompt ```text Role: You are an operations coordinator writing a short purchase request for an approver. Context: I want to buy [ITEM] for [TEAM]. The problem it solves today: [PROBLEM]. The cost: [COST]. Other options I looked at: [OPTIONS]. What happens if we don't buy: [IF NOT]. The approver is [APPROVER], who cares most about [APPROVER PRIORITY]. Task: Write a one-page purchase request with the headings: Request, The problem, Proposed purchase and cost, Options considered, If we don't buy, Recommendation. Use only my figures and facts. Don't invent savings, hours, payback periods or quotes. If a number would help the approver and I haven't given it, add it to a list called "Numbers that would strengthen this". Lead with what the approver cares about most. Format: Plain text with headings on their own lines, short paragraphs and a small table in the options section. Under 250 words, no jargon, no emoji. ``` ## Fill in the blanks **`[ITEM]`** What you want to buy, with the model or plan name. **`[TEAM]`** Who will use it. **`[PROBLEM]`** What goes wrong today and how often, with real examples. **`[COST]`** The price, one-time or recurring, with the quote date. **`[OPTIONS]`** Other products, a cheaper plan or doing nothing, each with its price. **`[IF NOT]`** The real consequence of saying no, without exaggerating. **`[APPROVER]`** Who signs off. **`[APPROVER PRIORITY]`** What they weigh most, such as cost, risk or time saved. ## Example, filled in **A made-up example** from the free lesson [Build an AI Vendor Follow-Up Agent in n8n](https://learn.ynteractive.com/content/ai-vendor-follow-up-agent-n8n). Ridgeline Supply Co. is the made-up warehouse business from the operations lessons. The scanner purchase and every figure below are invented for this example. Copy example ```text Role: You are an operations coordinator writing a short purchase request for an approver. Context: I want to buy three handheld barcode scanners for the receiving team. The problem it solves today: receiving staff type purchase order numbers by hand, and in September four orders were logged under the wrong number, which took about two hours each to fix. The cost: $1,350 for three, quote dated October 3. Other options I looked at: a cheaper set of two scanners for $850, or keeping manual entry at no cost. What happens if we don't buy: the manual entry errors continue and receiving stays slower at month end. The approver is Carla, the operations manager, who cares most about reducing errors that delay vendor payments. Task: Write a one-page purchase request with the headings: Request, The problem, Proposed purchase and cost, Options considered, If we don't buy, Recommendation. Use only my figures and facts. Don't invent savings, hours, payback periods or quotes. If a number would help the approver and I haven't given it, add it to a list called "Numbers that would strengthen this". Lead with what the approver cares about most. Format: Plain text with headings on their own lines, short paragraphs and a small table in the options section. Under 250 words, no jargon, no emoji. ``` ## What a good answer looks like - The opening line leads with the error problem, since that's what Carla cares about. - Costs and dates match your quote: $1,350, $850, October 3. - The options table includes doing nothing as a real option. - "Numbers that would strengthen this" asks for things you haven't measured, such as total orders a month. ## How to check it before you use it An AI draft can sound right and still say something you never told it. Use the habit from the [Reply Faster lesson](https://learn.ynteractive.com/content/chatgpt-reply-to-customer-emails): check every promise, name, date and number against what you gave it before anything goes out. - Verify every figure against the quote and your own error log. Approvers remember a wrong number longer than a right one. - Make sure "If we don't buy" is accurate and not scary. Overstating risk loses trust. - Add the missing numbers if you can find them quickly. - Have your finance lead or accountant review anything with a significant cost before it is submitted. ## Practice it in the free lesson **[Prompt Writing 101: Role, Context, Task, Format](https://learn.ynteractive.com/content/prompt-writing-101-role-context-task-format)**: Ask ChatGPT for the same customer email twice, once vaguely and once with a four-part prompt, and see exactly why structure gets a better answer. You do every step yourself in a practice copy of ChatGPT, and nothing touches your real accounts. [Start the free lesson](https://learn.ynteractive.com/modules/prompt-writing-101) Also useful: [Build an AI Vendor Follow-Up Agent in n8n](https://learn.ynteractive.com/content/ai-vendor-follow-up-agent-n8n) ## Terms used here [Purchase order](https://learn.ynteractive.com/content/glossary/purchase-order) · [Approval workflow](https://learn.ynteractive.com/content/glossary/approval-workflow) · [Human in the loop](https://learn.ynteractive.com/content/glossary/human-in-the-loop) ## Related prompts - [Vendor quote comparison prompt](https://learn.ynteractive.com/content/prompts/vendor-quote-comparison-prompt): Compare vendor quotes side by side on price, what's included, timing and warranty, with "Not in quote" for gaps and the… - [Expense report summary prompt](https://learn.ynteractive.com/content/prompts/expense-report-summary-prompt): Summarize a month of expense or reimbursement rows for the owner: totals by category and status, what's waiting, and flags to… - [Automation time savings estimate prompt](https://learn.ynteractive.com/content/prompts/automation-time-savings-estimate-prompt): Estimate what one automation saves from your own numbers only: minutes before and after, setup and upkeep, costs you look up… ## More reports and planning prompts - [Request for quote email prompt](https://learn.ynteractive.com/content/prompts/request-for-quote-email-prompt): Ask suppliers for prices with one clear email: the same specs, quantity and deadline for everyone, and a list of what each quote… - [Sales pipeline review prompt](https://learn.ynteractive.com/content/prompts/sales-pipeline-review-prompt): Paste your open deals and get a pipeline review for your sales meeting: stalled deals, missing next steps, past-due close dates… - [Software tool evaluation scorecard prompt](https://learn.ynteractive.com/content/prompts/software-tool-evaluation-scorecard-prompt): Compare two or three software tools against your own must-haves and nice-to-haves, with each vendor claim marked "verify on… [All free prompt templates](https://learn.ynteractive.com/content/prompts) · [AI glossary](https://learn.ynteractive.com/content/glossary)