An order letter is written to place an order for the required goods or services. An order letter is written after a customer has requested a quote and the quote given fits their planned budget to order products or services.
An order letter is written by an individual or company requesting for delivery of goods or services that interest their line of business. This letter is written to the individual or company supplying the services or products.
An order letter is important to initiate a business transaction. This letter demonstrates interest in the merchandise and the need to start a business deal. This letter also shows that a customer is satisfied with the details provided in the quote like prices, specifications and other details.
An order letter is also used to set a timeline when the products or services should be delivered. It also provides other relevant information on quantity, the things ordered, and the mode of payment.
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Tips for writing an order letter
- Use simple language that is easy to read and understand
- Use professional and formal language
- Write the letter in a polite manner
- Provide details of the order precisely
- Be keen on the specifications to ensure that no mistake is made
- Keep it brief and simple
- Provide contact information
Order Letter Templates
To place an order for goods or services, it is important to do it in writing. Here is an order letter template that you can use for your reference. See the sample letters below for more information.
Date (date on which letter is written)
My name is ____________ and I am writing as ____________ on behalf of ____________. With regard to a request for a quote dated ____________, I wish to order ____________ fabrics that are ____________ in color and ____________ design. This order is for a client who is preparing for a wedding on ____________ and I wish to have the order urgently. The reference number of this order is ____________, please include it in all transactions for this order.
The first order will be for ____________ pieces so that we can examine the quality of the fabric and the design before making the second order. The second order will be for ____________ pieces upon approval of the first order. Kindly receive a check of ____________ for the first order. I would appreciate if you sent me a confirmation of receipt through my email ____________.
I hope to receive the shipment by latest ____________ in our office located on this address ____________.
Thank you in advance.
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. 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 requirements for goods. I 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 quickly done.
Name of the person
Sign of the person
Order Letter Sample
Are you looking to buy merchandise from a supplier? Here is an order letter sample that you can use to ensure that you make a detailed and precise request for the goods or services that you need.
9905 Andover Ave.
Camden, NJ 08105
Date:____________ (Date on which letter is written)
7132 Summit Road
Meriden, CT 06450
Sub; Order letter for stationary
Dear Ms. Brennan,
This is with reference to a quotation we requested from your company of stationary for Brookfield school dated 12th July 2019. We would like to place an order for exercise books branded with our school logo.
We hereby order 10,000 ruled exercise books of 200 pages each, 5,000 4 Quire ruled books, 1,000 90 pages graph books and 500 squared 180 pages books. We would appreciate it if you delivered these items to our school store on address 9905 Andover Ave by the latest 1st August 2019 so that we can make the proper arrangements when school resumes in September.
We will make the payment cash on delivery. If we don’t receive the order by 2nd August 2019, kindly consider it canceled. Please also provide tracking information to our email address for follow up at Brookfield@sch.com.
We hope that you treat this order with urgency as we need these stationary as soon as possible. Thank you.
Order Letter Email Format
To ensure that your order request reaches the relevant person in time, you can drop an email in their inbox. Have a look at our free order letter in an email format that you can use to craft a formal request.
Dear Mrs. Adams,
My name is Victoria Yen the purchasing manager of Glooming Designers. I write with regard to our quote request date 10th September 2019. I wish to order pieces of African Fabric with flowery design color dark green and gold (10ft by 20ft). These fabrics are for a priority client who is planning for a wedding and we would appreciate that you treat this order with urgency.
The catalog number for this order is AFR/F/08/2019, please include this catalog number in your transactions. The initial order will be for 10 pieces so that we can examine the quality of the fabric and design. We will order the rest of the 90 pieces after approving the first order.
Kindly receive a check of the first order enclosed herewith. I would appreciate a confirmation of receipt in my email Victoria@glooming.com. The check for the second order will be sent following approval of the first order. Kindly deliver the fabric to our address 146 Coffee Street Lacey, WA 98503 by 30th September latest.
I would appreciate a confirmation of receipt of this order as soon as possible. I hope for a long-standing business relationship with your company.
Order letters are important to demonstrate seriousness about a business transaction. Such a letter contains information about the things ordered, the quantity, the specifications, and mode of payment. Information in this letter should be brief, precise, and detailed.
To demonstrate professionalism, formal content and professional language should be used. The information in the order letter helps in avoiding misunderstandings or delivery of the wrong products or services.