Purchase Requisition Form Template for Switzerland

A Purchase Requisition Form is your essential tool for initiating any procurement process in Switzerland, serving as the formal gateway between identifying a business need and making an actual purchase. This document creates a structured approval workflow that ensures compliance with Swiss commercial law, particularly the Swiss Code of Obligations, while maintaining proper financial controls and creating an auditable paper trail for all procurement activities.

When do you need this document?

You need a Purchase Requisition Form whenever you want to request goods or services for your organization in Switzerland. This includes requesting office supplies, equipment, professional services, maintenance contracts, or any business-related purchases above your direct authorization level. The form is particularly crucial when purchases require budget approval, involve multiple departments, or when your organization follows formal procurement procedures. Public entities must use this document to comply with the Federal Act on Public Procurement, while private companies use it to maintain internal financial controls and ensure proper authorization before committing company resources.

Key legal considerations

Under Swiss law, your Purchase Requisition Form must clearly identify the requesting party, provide detailed descriptions of requested items or services, and specify budget allocation and cost centers. The document should include proper authorization levels based on your organization's delegation of authority structure, as required by Swiss corporate governance principles. You must ensure that all requisitions comply with VAT documentation requirements under the Federal Act on Value Added Tax, particularly when requesting goods or services that may qualify for input tax deduction. Additionally, any personal data included in supplier information or delivery details must comply with the Federal Act on Data Protection, ensuring that privacy requirements are met throughout the procurement process.

Legal requirements in Switzerland

Swiss law requires that your Purchase Requisition Form contains sufficient detail to form the basis of a legally binding contract under the Swiss Code of Obligations. This means including precise specifications, delivery requirements, and pricing information where available. For public entities, the form must comply with transparency and equal treatment principles outlined in the Federal Act on Public Procurement, particularly for purchases that may trigger public tender requirements. The document must be properly signed by authorized personnel according to your organization's signature authority matrix, and you should maintain records for the periods required by Swiss commercial law. Additionally, ensure that cross-border purchases include appropriate customs and import duty considerations, and that all documentation supports proper VAT treatment and business expense deductibility under Swiss tax law.