A purchase order is written by a customer who likes a product and approves an order to purchase the service or product from the company. This letter is addressed to the supplier or manufacturers to notify them of the approval. A purchase order letter is written to initiate a purchase or close a sale.
A purchase order letter is written to notify the seller that his/her product or service has been approved for sale by the buyer. This letter is important to initiate a sale and help the customers finalize the details and the specifications on the things that they are buying.
This is a formal document to keep a record of the transactions that relate to a particular sale for future reference.
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Tips for writing a purchase order letter
- Write this letter as soon as you decide to purchase the products
- Refer to former communication of the order
- Mention details about the order example important specifications
- Describe the mode of payment
- Mention about the advance payment
- Be precise about the location and time of delivery
- Use professional and formal language
- Keep it brief and direct to the point
Purchase Order Letter Templates
Have you liked a product and you want to buy it? Here is a purchase order letter template that you can use to inform the supplier about your decision to buy the product. Check the sample letters also for your reference.
Date (date on which letter is written)
With regard to an enquiry we made on date ____________ about____________, we wish to place an order for ____________. We have heard about the standards and the quality of ____________ manufactured by your company. We have made a decision to purchase ____________ pieces of your products. Kindly find the specifications of this order below
Item Color Quantity Amount
_____ _______ ______ _______
Kindly also find the enclosed terms and conditions for the order for your reference. Here is a check of ____________ dollars advance payment and the other amount will be settled on delivery. Kindly make arrangements for these goods to be delivered to our office address ____________ not later than ____________.
Kindly contact us on ____________ if there is any other information needed or you have questions. Please treat this order with urgency and deliver the goods at your earliest since they are needed ASAP.
It is a pleasure to do business with an esteemed company such as yours and we hope to continue working together in the future.
Thank you in advance.
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.
Purchase Order Letter Samples
To initiate the sales process, it is important to do this in writing. Have a look at the purchase order letter sample that you can use to tailor a letter that is precise and formal to the supplier.
Star Group of Schools
84 Roehampton Road
Cumming, GA 30040
Date:____________ (Date on which letter is written)
5 Railroad Drive
Lithonia, GA 30038
Sub; Purchase order for 500 pairs of shoes,
Dear Ms. Victoria,
I hereby write to you regarding your application for a tender to supply Star Group of Schools with school shoes. After vetting applications from various companies, we are pleased to inform you that we have selected your company for the order of five hundred pairs of school shoes. Kindly see the details of the order specifying size and design.
Sno. Color Size Quantity (Pairs)
1 Black 32 125
2 Black 34 125
- Black 36 125
- Black 38 125
Kindly receive the terms and conditions for the purchase for your reference. We wish to have the product delivered to our school store in the address stated above by the latest 5th August 2019. Please confirm receipt of a check for advance payment while the rest amount will be released upon delivery.
In case you have any questions, please contact our procurement department on firstname.lastname@example.org.
Mr. Michael Pereira
ABC Auto Spares Pvt. Ltd.
Date:_________ (Date on which letter is written)
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 made 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,
Purchase Order Letter Email Formats
It is important to formally notify the supplier that you have approved an order. Check out a purchase order letter in an email format that you can drop in the supplier’s inbox to initiate the sale.
Dear Mrs. Maddox,
With reference to our telephone conversation on 5th January 2020 on the inquiry of office chairs, we would like to confirm that the order for 50 office chairs has been approved. We hope that you begin production immediately as we wish to have them delivered on 5th February 2020 to our office address 4 Longfellow Ave. Severn, MD 21144.
Please find the specifications of the order below.
Item Color Piece Amount
Conference Chair Black 10 $70 Per
Executive Chair Maroon 5 $80 Per
Ergonomic Chair Black 10 $100 Per
Guest Chair Brown 5 $60 Per
Stacking Chair Silver 10 40 Per
Please see the check for $20,000 attached herewith, we would appreciate if you confirmed receipt. The remaining payment will be paid upon delivery. Kindly also see the terms and conditions for the order attached for your reference.
If you have any questions or there is any other information required, please contact me through email@example.com. Please handle this order with priority as the goods are required urgently.
We hope for a long business relationship with your company. Thank you.
When you like a product or service, it is important to inform the buyer that you wish to buy the product by writing a formal notification as a purchase order letter. This letter should be written in a formal and professional language.
Ensure to include the relevant details of what you want to purchase, the expected date and location of delivery, other purchase specifications, and mention about the advance payment.