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Purchase Order Letter

The objective of writing this letter is to confirm the seller that his product has been approved for sale. This letter is a confirmation to the seller that his order is approved by the buyer. Though the confirmation can be given verbally also, but it is acceptable only when the quantity is small. In case of bulk orders, a purchase order letter is must to initiate the sales process.

  • Firstly it is vital to write the letter immediately once the decision to buy the products is made.
  • You must clearly mention in your letter the terms and conditions regarding the payment mode and time of delivery.
  • You must clearly state the time period in your letter for delivery of goods.
  • Tone of the letter should be polite and formal.
  • The details of advance payment should also be mentioned in the letter.
  • Once you are through writing the letter, please recheck the same for corrections, if needed.

Purchase Order Letter Template

Use our free Purchase 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)




Dear Mr. _______________(Name of the person),

After reviewing all the tenders submitted by different organizations, we have selected your company for the order of ___________ (commodity). The order would be for ________ (no. of pieces). We are also enclosing the terms and conditions for your consideration. If you need any clarifications regarding the same, please feel free to contact us.

We would appreciate if you could start the production at the earliest and deliver the goods to our warehouse in ______ (place) on __________ (date). Also, please find enclosed cheque of ______ (amount) as advance payment.

Yours truly’




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Purchase Order Letter Sample, Email and Example/Format



Mr. Michael Pereira

ABC Auto Spares Pvt. Ltd.

South Avenue


Date (Date on which letter is written)


Peter Braganza

Marketing Head

ANC Automobiles

South Avenue


Sub: Purchase order letter

Dear Mr. Pereira,

With reference to our meeting on 14th December, we would like to inform you that the order of 20000 horn covers has been approved. You have to deliver the same in 30 days. Please find below the details on color and number of pieces:

Item                             Color                           Piece                            Amount

Horn Covers                Grey                            10000                          $250 per piece

Horn Covers                Beige                           10000                          $250 per piece
I am enclosing a cheque of $ 20000 as advance payment. Rest payment will be done after delivery.

Please feel free to contact me if you need any sort of clarification. Please dispatch the goods latest by 14th January.

We hope to have a long term business association with you,


Yours truly’


Peter Braganza


Email Format

As per the life cycle of a product an enquiry about it does not always end in a sale. Once a customer likes a product it results in a sale but only through a verbal order or a written one. A Purchase Order is the document that initiates the purchase and helps close the sale. In today’s times of multiple companiesavailable for all products, there is some amount of trust in the customer and even a verbal confirmation of an order is acceptable. But most of the times it is only against some advance.

______________ (Name and address of company with whom order is being placed)

_____________ (Date)

Subject: Purchase Order for 1000 pairs of socks

Dear Sir or Madam

This is with reference to our meeting on ___________ (date) when we visited your factory in connection with purchase of socks for our school children.

We are pleased to place an order for 1000 pairs of white summer socks against item number ___________ and size _________. We would appreciate if the order is delivered at the address given below latest by ____________ (deadline date) so that we can start selling it to the children before the onset of summers.

___________________ (Name and address where delivery will be made)

The terms and conditions of the purchase order are as follows:

1. Order for 1000 pairs of white summer socks with item number _________ and size __________.

2. Delivery will be made at the address mentioned above.

3. The order should be delivered latest by __________.

4. 100% payment will be made on delivery.

5. If the order is not delivered by the due date, please consider it as cancelled.

6. The price per pair, as mutually agreed, is Rs. ___________ inclusive of all taxes.

We hope to have a long business relationship with you.

Please feel free to contact the undersigned for any clarifications or discrepancy in the order details.

Best regards,


(Name of signing authority)


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1 Comment


Thanks for posting language of purchase order.

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