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Order Letter

An order letter is usually written to assign orders or place order of goods. The letter is written in a very precise and specific manner.  Order letters are quite common and are written on daily basis. The language of the letter however is formal and everything is written in a standard format. If you need to write an order letter, you can have a look at the below mentioned sample and get an idea about how to write it.

  • Write the letter in a precise manner
  • Make sure you keep the language of the letter formal and easy so that the reader does not find it difficult to read
  • If you are writing the letter to place order make sure you do not make any mistakes
  • Avoid making spelling and grammar errors
  • Do not deviate mid way from the topic while writing the letter
  • Write the letter in a polite and apt manner

Order Letter Template

Use our free Order Letter to help you get started. Simply download the .doc or pdf file and customize it. If you need additional help or more examples check out some of the sample letters below.




Date: _____ (Date on Which Letter is Written)



Subject:  Order Letter

Dear _____(Sir or Madam)

I ……………..(name of the person) am writing this letter to you …………..(name of the receiver) to place an order for goods for our ongoing project. Actually we had ordered enough goods for our work, however the quantitly seems very less now and hence we require more goods for our work to be completed soon. The attached list of goods with this letter will tell you precisely our requirement of goods. Hope you send it as soon as possible so that our work can continue without any halt.

Hoping to receive the said order soon without any delay, also the payment for the same would be done soon.

Thanking you,

Yours Truly,

Name of the person


Sign of the person


Download Template (Doc and PDF)

Word Filepdf

Order Letter Sample, Email and Example/Format




Date: _____ (Date on Which Letter is Written)



Subject: Order Letter

Dear Sir,

I am the purchase manager of XYZ Company and I am personally writing this letter to order goods for our site work. As we have been purchasing goods from you company since some time now, I am writing this letter to order material. Along with this letter I am attaching the list of materials or goods that is needed. Please make sure you send it across in a week’s time as the requirement is a bit urgent this time.

I hope there is enough stock left with you to complete this order of ours. Thanking you for your support and timely orders till date.

Thanking You,


Yours truly,


Name and Signature


Email Format

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.



  • 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

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)


Order Letter Generator

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Try our letter generator to write professional, concise and quality letters within seconds.

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