How often should a purchasing policy be reviewed?

A purchasing policy should be reviewed regularly, at least annually, to ensure that it remains relevant and effective. This schedule allows an organization to adapt to any changes in laws, regulations, market conditions, or organizational goals that could influence purchasing practices. An annual review also helps identify areas for improvement, ensure compliance with updated policies, and align the purchasing process with strategic objectives.

Reviewing the policy on a regular basis ensures that staff are aware of current procedures and obligations, leading to better governance and accountability. It also provides an opportunity to incorporate feedback from stakeholders and address any issues that have arisen since the last review.

In contrast, less frequent reviews—such as once every five years or only when leadership changes—could lead to outdated practices and potential non-compliance with current regulations. Additionally, a monthly accuracy check may be impractical and could overwhelm staff with unnecessary reviews, detracting from their operational responsibilities. Regular annual reviews strike a balance between managing updates effectively and maintaining operational efficiency.