Placing orders has become part and parcel of every individual’s life in today’s world. Everyone who is tech-savvy, including children, have become a pro in purchasing whatever they need online. This is easy as all that is required is a smartphone, an internet connection and a facility for online banking. On the contrary, if you are a business owner or a sales executive, you will have to write letters or emails to place orders for bulk purchases. This article on order letter format will help you understand how to write order letters and give you sample letters for your reference.
Ordering goods for your business often requires sending a formal letter of request to suppliers and vendors A well-crafted letter can help ensure your order is processed efficiently and accurately Follow these tips for writing a professional letter that gets the goods you need,
What to Include in an Order Letter
A good order letter clearly communicates key details so the recipient can fulfill the request properly. Be sure to include
Sender and Recipient Details
The top of the letter should identify the supplier you’re placing the order with and list their address. Underneath, include your own company name and address.
Having this sender and recipient information upfront avoids confusion. It also provides the needed contact details for each party.
Date
The current date should be stated in the top right corner. This records when the order letter was sent for reference.
Formal Greeting
Start with a formal greeting line addressed to the vendor, such as “Dear Ms. Smith:” or “To Whom it May Concern:”. This sets a professional tone.
Paragraph 1: Reason for Letter
Begin the body by clearly stating the purpose is to place an order. Provide background like an existing business relationship or past orders.
Example opening paragraph:
“I am writing to place a new order for office furniture for XYZ Company. As one of our reliable vendors, we are pleased to order from your catalog again based on our positive past orders.”
Paragraph 2: Order Details
Provide all relevant specifics about the items you are ordering. Include:
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Item descriptions: Give product names, model numbers, sizes, colors etc. This identifies exactly what you want to purchase.
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Quantity: Specify the number of units needed for each item.
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Pricing terms: State if pricing is based on a previous quote, catalog list price, or special discount.
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Delivery date: Request a delivery due date if needed.
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Shipping method: State if you want a certain shipping speed like overnight or 2-day.
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Payment method: Specify how you will pay such as credit card, billing, terms etc.
List order details clearly in a bulleted or table format for easy readability.
Paragraph 3: Additional Instructions
Include any other special instructions related to order fulfillment, handling or shipping if applicable. For example:
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Request to drop ship items to another location directly.
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Ask for packing slip and tracking number to be emailed after shipment.
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Require a phone call before delivery.
Providing clear expectations upfront prevents miscommunications.
Closing Paragraph
Politely reiterate your appreciation for their assistance with the order. For example:
“We appreciate you processing this order quickly. Please contact me directly with any questions. We look forward to continuing our partnership.”
Closing Salutation
“Sincerely,” or “Best Regards,” work well for closing followed by your typed name and title.
Signature
Leave space above your typed name to sign the printed letter before sending. This adds a personal touch.
Helpful Tips for Writing Order Letters
Follow these additional tips when drafting order letters:
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Use standard business letter format. This presents information neatly and professionally.
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Keep sentences and paragraphs concise. Avoid excessive wordiness.
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Use bullet points and tables for easy scanning of details.
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Proofread carefully to prevent errors before sending.
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Print on company letterhead. This formally conveys the request.
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Keep a copy for your internal records.
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Send a PDF if emailing to prevent editing.
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Include contact information for order questions.
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Thank the vendor for their time and cooperation.
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Refrain from overly informal language or slang.
Order Letter Templates
Reviewing sample order letters can help provide an appropriate template. Here are two examples:
Sample 1
April 5, 20XX
John’s Furniture Company
789 Main St.
Anytown, CA 90000
Dear Mr. Johnson,
I am writing on behalf of ABC Company to order new lobby furniture for our corporate headquarters.
Please send the following items to our billing address at 123 Oak Rd., Anytown, CA 90001:
- 2 reception desks (cherry wood, model D45 – $350 each)
- 5 lobby chairs (black leather, model LC20 – $80 each)
- 3 lobby coffee tables (glass top, model CT02 – $100 each)
For a total order amount of $1,450.
Please confirm pricing based on our existing account discount. Send packing slip and tracking number to [email protected] after shipment.
We require these items delivered by April 28. Please contact me directly with any questions. We appreciate your prompt processing of this order.
Sincerely,
Mary Smith
Procurement Manager
ABC Company
555-1234
[email protected]
Sample 2
May 15, 20XX
Acme Office Supplies
123 Business Rd.
Anytown, TX 12345
To Whom It May Concern:
I would like to order the following supplies for XYZ Company:
- 10,000 ballpoint pens (blue ink, 10 boxes at 1,000 pens per box)
- 50 wet erase markers (black, 10 packs of 5 markers each)
- 100 legal notepads (6″ x 9″, yellow, 25 pads per carton)
Please charge $1,500 to our corporate account, shipping 2-day UPS to our headquarters address below. Send me the tracking number when available to [email protected].
Sincerely,
John Doe
Office Manager
XYZ Company
123 Main St.
Anytown, OK 55555
Following a clear order letter template and highlighting all necessary details will help ensure your supplier can fulfill your request accurately. This prevents back and forth communications about confusing elements. The easier you make the ordering process for your vendor, the faster you’ll get the goods your business needs.
Some key things to remember when ordering goods:
- Clearly identify the vendor you are placing the order with
- List your own company name and contact info
- Include the current date
- Use a formal greeting and closing
- State the purpose of your letter is to place an order
- Provide background on existing business relationship if applicable
- Specify all order details (items, quantities, pricing, delivery terms)
- List any special instructions related to the order
- Use a table if listing many items
- Express appreciation to the vendor
- Proofread carefully before sending
- Print on company letterhead and sign
- Keep a copy for your records
With these tips, you can draft professional order letters that get the results you want. The vendor will have all the details needed to fulfill your request properly. Well-written order letters prevent delays and mistakes so you get the goods you need on time.
Frequently Asked Questions onQ1
An order letter is a formal letter written to confirm the list of items you would like to purchase. The purpose of an order letter is to provide the manufacturer or distributor with instructions in detail. Q2
Sample Order Letter – Response to the Order Letter from the Buyer
12 B, HSR Layout
Subject: Confirmation of order no. 1492
We thank you for your purchase of Order No. 1492, dated December 18, 2021, for different stationery supplies. We have received your payment. The order is being packed and will be dispatched on the 19th of December, 2021, as per your request. We have carefully packed every item separately and hope that it will reach you latest by the 22nd of December, 2021.
The bill and shipping details of your order have been attached to this letter. We thank you for trusting us and look forward to serving you in the future.
Signature of the Sales Manager
Phone: 12345
Email: [email protected]
Business Letter-Letter to Purchase Product/Purchase Order/Letter Writing/Handwriting
How do you write an order letter?
Here are the steps for writing an order letter: 1. Know what to include in an order letter The first step toward writing a formal letter of ordering goods is to know what one includes. Here are the parts of an order letter: Subject: The subject line appears near the top of the letter, typically centered on the page.
What is order letter?
Join courses with the best schedule and enjoy fun and interactive classes. An order letter is a formal document that approves the purchase and sale of a product and provides product specifications. To assign orders for commodities or items, order letter is written. Purchase orders, or POs, is another term for order letter.
What is a letter of ordering goods?
A letter of ordering goods is a document that acknowledges a transaction and expresses the details of a sale. For example, it typically states the name of the purchased item and describes the product’s characteristics, including its features, color and size.
How do you write a gift order letter?
For example, if you’re ordering a gift for a special day, say mother’s day, ensure the seller has adequate time to process the order, and deliver the products. There’s no need to send a belated gift to a loved one when you could do that in time. Avoid jargons. When writing your order letter, avoid using complex words or slang.
