Letter Writing: Order Letter Format
In the business world, order letters are critical tools used to procure goods or services. They serve as formal requests for a supplier to deliver products or services according to the terms specified. Writing an effective order letter is crucial because it reflects not only on the professionalism of the buyer but also helps ensure clear communication, minimizing the risk of errors. Here’s a comprehensive guide on how to write an order letter that is clear, concise, and complete.
Table of Contents
Understanding the Purpose of an Order Letter
An order letter is written by an individual or a company to another party to request the supply of goods or services. It is a document that conveys the specifics of what is needed, the quantities, agreed prices, delivery dates, and other terms of the purchase. The precision of an order letter is vital as it reduces the possibility of misunderstandings which could lead to disputes.
Preparing to Write an Order Letter
Before drafting your order letter, gather all necessary information including your company’s letterhead, the supplier’s contact details, the list of products or services needed, the agreed-upon prices, and any previous correspondence or quotes that reference the terms of the purchase.
Writing Your Order Letter
Start with Professional Letter Formatting
Use your company’s letterhead if available, as it provides the recipient with your company’s details and lends credibility to your request. Begin with your contact information at the top, followed by the date, and then the supplier’s contact information. Address the recipient formally with “Dear [Supplier’s Name]” or “To Whom It May Concern” if the individual’s name is unknown.
Introduction
The opening paragraph should state the purpose of the letter immediately. Clearly mention that the letter is an order for goods or services. If your order is based on a previous discussion or quote, reference that conversation or document here.
Body
The body of the letter is where the details of the order are specified. Include the following:
- Description of Goods or Services: Clearly and concisely describe each item or service you are ordering. Use item numbers or service codes if applicable.
- Quantities: Specify the quantity for each item or service. Accuracy here is crucial to prevent over or under-supply.
- Price: State the agreed price for each item or service, including currency if not apparent. If prices have been previously discussed, confirm that the order is made according to these agreed terms.
- Delivery Instructions: Provide details on how and when you expect the delivery. Include your preferred carrier, delivery date, and location, if relevant.
- Payment Terms: Outline the agreed-upon payment terms, whether it’s an upfront payment, net 30 days, or upon delivery.
- Additional Instructions or Requests: Include any special instructions or requests, such as specific packaging or expedited shipping.
Conclusion
Conclude your letter with a paragraph expressing your expectations for the order’s fulfillment and a thank you to the supplier for their cooperation. Indicate that you anticipate the delivery as per the terms and look forward to their confirmation of the order.
Closing
Use a professional closing such as “Sincerely” or “Best regards,” followed by your signature (if sending a hard copy), and your printed name and title.
Enclosures
If you are including any additional documents, such as a purchase order form or contract, mention these as enclosures at the end of the letter.
Checking and Sending the Order Letter
Before sending the letter, review it carefully for any errors in spelling, grammar, and especially in the details of the order. An error-free letter not only presents professionalism but also ensures clear communication.
Once reviewed, send the letter through the appropriate channel. This could be via email, fax, or postal service. If it’s by email, consider attaching the document as a PDF to preserve the formatting.
Follow-Up
After sending the order letter, it’s essential to follow up to ensure the supplier has received it and to confirm that they understand the order details. A follow-up call or email can also provide the opportunity to answer any questions they might have.
Order Letter Example
XYZ Widgets Inc.
123 Industry Road
Businessville, BZ 12345
Phone: (123) 456-7890
Email: [email protected]
January 2, 2024
ABC Supplies Ltd.
678 Supplier Lane
Market Town, MT 67890
Dear Mr. Johnson,
Re: Order for Office Supplies
Following our recent telephone conversation on December 30, 2023, I am writing to place an order for the following office supplies as per the terms discussed and outlined in your quotation dated December 20, 2023 (Quote Reference: #AB1234).
We would like to request the supply of:
- 50 units of Ergo Office Chair, Model EOC-459, at the quoted price of $150 per unit.
- 100 units of Multi-purpose Paper, A4, 80 gsm, Product Code MP80A4, at the quoted price of $5 per ream.
- 30 units of Desk Organizer Set, Model DORG-9921, at the quoted price of $25 per set.
The above items should be delivered to our main office at 123 Industry Road, Businessville, BZ 12345. We would appreciate if the items could be shipped using Express Delivery to ensure they arrive no later than January 15, 2024.
As previously agreed, payment terms will be net 30 days from the date of delivery. We trust that your invoice will reflect the agreed-upon prices and that the items will be supplied as per the specifications mentioned in your quotation.
Please confirm receipt of this order and that the terms and delivery date are acceptable. Should you have any questions or require further clarification, do not hesitate to contact me directly at (123) 456-7890 or via email at [email protected].
We thank you in advance for your prompt attention to this order and look forward to continuing our business relationship.
Sincerely,
[Signature, if sending a hard copy]
Jane Doe
Purchasing Manager
XYZ Widgets Inc.
Conclusion
An order letter is a fundamental aspect of business communication that facilitates the smooth acquisition of goods or services. It should be crafted with careful attention to detail, clarity, and adherence to business letter writing conventions. By following this guide, you can write an effective order letter that will help to establish and maintain beneficial business relationships and ensure the accurate fulfillment of your orders.
