Order form templates
Order form templates for businesses selling made-to-order goods and services: each records what the customer wants, when and where it must arrive, and enough detail to fulfil it — no cart or catalogue needed.
Building this from scratch instead? See Order forms.
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Smaller, hand-picked sets built around one job, with a line on each template explaining when to reach for it.
They cover the three ways small businesses take orders. Goods built to a specification — a cake with a piped message and an allergen note, a t-shirt run with sizes and printed names, prints tied to proof numbers. Trade and forward orders — wholesale sheets with a PO number and SKU quantities, pre-orders resting on a ship month, gift cards sent on a chosen date. And service orders, where the product is a visit: a work order with a site address, an urgency level and a gate code.
An order is a commitment, not an enquiry. Once one lands you are buying flour, booking a press run or dispatching a van, so the form has to collect a workable specification, an agreed date, and a way to reach the customer when something changes.
What is an order form?
An order form is what a customer fills in to commit to a purchase you fulfil afterwards. It differs from a checkout in what it can hold: a cart moves a fixed SKU, while an order form carries the parts of a job no SKU describes — the flavour and the message on top, the size run across a team, proof numbers and print sizes, a description of what is leaking and where.
It also carries terms an enquiry form has no reason to state — lead times, minimums, deposits, delivery zones, cutoff times — and asks for a phone number nearly as often as an email.
What these forms usually ask for
The questions that appear most often across our 11 order form templates.
- Email Address10 of 11
- Phone Number9 of 11
- Full Name5 of 11
- Quantity5 of 11
- Customer Name3 of 11
- Shipping Address3 of 11
- Delivery Method2 of 11
- Menu Items and Quantities2 of 11
Why use order form templates
Bakers, makers and florists take orders in Instagram messages and texts: the flavour is in one message, the pickup time in another, the allergy in none of them. A form asks every customer the same questions in the same order.
Made-to-order work lives in the particulars — colour codes and cake messages, shirt sizes with names and numbers, proof numbers against print sizes, SKUs with case counts. A short text field takes a link to the reference photo, the artwork folder or a picture of the broken unit.
Gift cards, flowers and print orders are usually bought for somebody else. The form holds both sides — who pays, who receives, the occasion, the message and the date it should land — instead of one name field and a note at the end.
Submissions collect where you can filter, search and export: a size breakdown for the printer, prints grouped by event reference, the week's bookings by date. Webhooks and the Zapier app fire on each order, raising a job or posting to the kitchen's channel.
How to create your own
- 1
Put what you are selling inside the form: type the menu, line sheet or price list into the document as headings and paragraphs, so the customer decides here rather than on another tab.
- 2
Ask for the specification: item and quantity, plus the variants your product really has — size, colour and printed name for shirts; flavour and message for bakery; proof number and print size for prints; SKU and case count for wholesale.
- 3
Add the fulfilment branch. Ask pickup, delivery or shipping (or digital versus physical) as one question, then use conditional logic so the delivery address or recipient email appears only where it applies.
- 4
Write your terms where they cannot be missed — lead time, minimum order, deposit, delivery zone, expected ship month — with the date-sensitive ones behind a required acknowledgment tick box.
- 5
State how payment works — deposit up front, invoice on dispatch, balance due on collection — then publish: embedded on your menu page, as a QR code on the counter, or a link you paste into replies.
Getting better responses
Customers who have to ask what something costs often do not ask. Write the price list, minimum order and delivery charges as paragraphs above the questions, in the same document as the fields — one place to edit when prices move.
The address block is the longest, dullest part of an order form. Put the decisions first — flavour, size, package, denomination — so the customer is committed before they start typing a postcode.
Custom cakes need days of notice, printers need a cutoff before the run, same-day flowers usually stop around midday. Say the date at the top and close the form when the window shuts — order links get shared long after the run has gone to print.
Dietary restrictions on bakery, food and catering orders, and gate codes, lockbox locations and pet warnings on work orders, are the answers whose absence costs a wasted van trip or a real safety problem. Make each a labelled required question, and check your own food-labelling obligations.
A form takes orders; it does not know your stock. Integrations run one direction — a submission triggers an action in your other tools, nothing reads inventory back in — so when a size sells out, edit the option out or close the form.
Who uses these forms
Frequently asked questions
What should an order form include?
At minimum: what is being ordered and how many, the specification needed to make or pick it (size, colour, flavour, proof number, SKU), the fulfilment method and date, and a phone number as well as an email — most order problems are settled by a quick call. Anything that constrains the order belongs in the form rather than a follow-up message: lead time, minimum quantity, deposit, delivery zone and cutoff times.
What is the difference between an order form and an enquiry form?
An enquiry form captures interest and starts a conversation — someone thinking about a party for fifty people next month. An order form captures a confirmed decision, with the date, headcount, menu and service details you need to begin work. Plenty of businesses run both and route undecided customers to the enquiry form first, so the order form only ever receives real bookings.
Do I need an online shop to take orders with a form?
No. An order form is often used precisely because there is no shop: a handful of items, a seasonal run, a group order, or a made-to-order service a catalogue would describe badly. You write the items and prices into the form, take the order and fulfil it manually. It also suits orders a cart cannot express, such as a t-shirt run with individual names and numbers or a wholesale sheet priced on trade terms.
How do you take payment on an order form?
Yes. Add a Stripe-powered payment field for gift cards, prints, fixed-price items or a catering deposit. Wholesale accounts and work orders can still be invoiced after submission. State whether a pre-order is charged now or at dispatch so the payment timing is clear.
How do I stop taking orders after a deadline or when something sells out?
Close the form when the window ends, or edit the option out when a size, flavour or delivery slot is gone. The form does not track stock levels, so the option list is something you maintain deliberately. For group orders with a hard cutoff — a t-shirt run before a print date, a holiday pie list — put the deadline in the form description too, because people find the link long after the run has closed.
How do orders reach the person who fulfils them?
Every submission collects in your responses, where you can filter, search and export — a size and colour breakdown for the printer, prints grouped by event reference, this week's deliveries sorted by date. Real-time webhooks and the Zapier app fire on each new order, so it can create a job, notify a channel or add a row in a sheet. That connection only runs outwards: an order triggers an action in the other app, and nothing is read back into the form.
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