Order Letter

An “Order” is an expense for the person placing the order and an income for the one getting it. But this is not all. The company that bags the order has to fulfill lot of commitments to ensure that it has a satisfied customer, which can be an individual or another company. Timely delivery of the order, quality of delivery and after sale service – are all part and parcel of getting an order.

An Order Letter is the one that is written by the person/company placing the request of purchase from another company. This letter comes into action only when a detailed study of the desired product has been done in the market and based on promised service, quality and price of the product, a decision for a purchase has been made.

An Order Letter should be drafted very carefully as it needs to pen down all the terms and conditions of the purchase for the benefit of both involved parties. It should have details such as product specifications, quantities, price agreed upon, delivery date, late delivery clauses, etc. It should be addressed to the person responsible for the execution of the order with a copy to the head of department. Since it is totally an official letter it should be typed.

DOS AND DON’T’S OF ORDER LETTER

  • An Order Letter should be addressed to the person responsible for executing the order
  • It should include all the terms and conditions agreed upon by both involved parties
  • Since it is purely an official letter it should be typed out
  • There is no need to use too many adjectives in the letter since it is purely for an order being placed
  • The letter should have all relevant details related to the order, for example, quantity, price and other terms and conditions

SAMPLE ORDER LETTER

Name of the person to whom order is being placed

Name and address of the organization

Name of the person placing the order

Name and address of the organization

Date:

Subject: Order for 100 copies of Mastering Mathematics

Dear Sir or Madam,

As per our discussions on __________ (date of meeting) we are pleased to place an order for 100 copies of Mastering Mathematics book by _________ (writer) for Class VII for the ICSE Board on the following terms and conditions:

  1. The cost of each book will be Rs.________ (inclusive of all taxes)
  2. Payment terms will be a post-dated cheque for 50% advance with order. This cheque will be cleared on the day of the deliver. The balance payment of 50% 7 days after delivery and after random inspection
  3. Delivery will be done within 7 days from the order date
  4. Delivery will be done at ________________ (address of organization)
  5. If the order is not delivered as per the above terms and conditions, the order stands cancelled

Please find enclosed chequenumber ________ dated ________ for Rs.________ towards advance for the order.

Hoping to have a long business relationship with you.

Best regards,

(Name of signing authority)

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