An order letter is a formal document used to request goods or services from a supplier or vendor. It serves as a written record of the transaction, detailing the items ordered, quantities, specifications, and delivery instructions. A well-written order letter ensures clarity, avoids misunderstandings, and establishes a professional business relationship. This article will guide you through the process of writing an effective order letter, including formats and sample letters.
How to Write an Order Letter?
Writing an order letter involves several key steps to ensure accuracy and clarity:
- Start with your company’s information: Include your company name, address, and contact details.
- Add the supplier’s information: Write the supplier’s company name, address, and contact details.
- Include the date: Clearly state the date of the order.
- Use a clear subject line: For example, “Order for [Items/Services]” or “Purchase Order Number [Number].”
- Clearly list the items or services: Provide detailed descriptions, quantities, and specifications.
- Specify the unit price and total price: Include the cost of each item and the total cost of the order.
- Mention the delivery details: Include the delivery address, preferred delivery date, and any special instructions.
- State the payment terms: Specify the payment method and any applicable terms.
- Include your purchase order number: If applicable, provide your company’s purchase order number for reference.
- Close with a professional tone: Express gratitude and include your contact information for any queries.
Order Letter Format
Here’s the standard format for an order letter:
[Your Company Name]
[Your Company Address]
[Your Phone Number]
[Your Email Address]
[Date]
[Supplier's Company Name]
[Supplier's Address]
[Supplier's Phone Number]
[Supplier's Email Address]
Subject: Order for [Items/Services] - Purchase Order Number [Number]
Dear Sir/Madam,
Please process the following order:
| Item Description | Quantity | Unit Price | Total Price |
|------------------|----------|------------|-------------|
| [Item 1] | [Number] | $[Amount] | $[Amount] |
| [Item 2] | [Number] | $[Amount] | $[Amount] |
| [Item 3] | [Number] | $[Amount] | $[Amount] |
| [Total] | | | $[Total] |
Delivery Address: [Delivery Address]
Preferred Delivery Date: [Date]
Payment Terms: [Payment Terms]
Please confirm the receipt of this order and the estimated delivery date.
If you have any questions, please contact me at [Your Phone Number] or [Your Email Address].
Thank you for your prompt attention to this matter.
Sincerely,
[Your Signature]
[Your Typed Name]
[Your Title]
Order Letter Examples
Here are a few sample order letters for different scenarios:
Purchase Letter Format – Order for Books
ABC Bookstore
123 Main Street
Anytown, CA 12345
(555) 123-4567
orders@abcbookstore.com
October 26, 2023
XYZ Publishing
456 Oak Avenue
Anytown, CA 12346
(555) 987-6543
sales@xyzpublishing.com
Subject: Order for Books - Purchase Order Number ABC-123
Dear Sir/Madam,
Please process the following order for books:
| Book Title | Author | Quantity | Unit Price | Total Price |
|-------------|---------------|----------|------------|-------------|
| Mathematics | John Smith | 50 | $15.00 | $750.00 |
| History | Jane Doe | 30 | $20.00 | $600.00 |
| Science | David Lee | 20 | $12.00 | $240.00 |
| Total | | | | $1590.00 |
Delivery Address: 123 Main Street, Anytown, CA 12345
Preferred Delivery Date: November 10, 2023
Payment Terms: Net 30 days
Please confirm the receipt of this order and the estimated delivery date.
If you have any questions, please contact me at (555) 123-4567 or orders@abcbookstore.com.
Thank you for your prompt attention to this matter.
Sincerely,
[Your Signature]
[Your Typed Name]
Purchasing Manager
Business Order Letter – Purchase of Stationery Supplies
Tech Solutions Inc.
789 Pine Lane
Anytown, CA 12347
(555) 456-7890
purchasing@techsolutions.com
October 26, 2023
Office Supplies Depot
100 Maple Drive
Anytown, CA 12348
(555) 789-0123
sales@officesuppliesdepot.com
Subject: Order for Stationery Supplies - Purchase Order Number TS-456
Dear Sir/Madam,
Please process the following order for stationery supplies:
| Item Description | Quantity | Unit Price | Total Price |
|--------------------|----------|------------|-------------|
| A4 Paper Reams | 10 | $5.00 | $50.00 |
| Ballpoint Pens | 100 | $0.50 | $50.00 |
| Stapler Machines | 5 | $10.00 | $50.00 |
| Total | | | $150.00 |
Delivery Address: 789 Pine Lane, Anytown, CA 12347
Preferred Delivery Date: November 5, 2023
Payment Terms: Credit Card
Please confirm the receipt of this order and the estimated delivery date.
If you have any questions, please contact me at (555) 456-7890 or purchasing@techsolutions.com.
Thank you for your prompt attention to this matter.
Sincerely,
[Your Signature]
[Your Typed Name]
Purchasing Officer
Sample Order Letter – Response to the Order Letter from the Buyer
This is an example of a confirmation letter from the supplier to the buyer.
Office Supplies Depot
100 Maple Drive
Anytown, CA 12348
(555) 789-0123
sales@officesuppliesdepot.com
October 27, 2023
Tech Solutions Inc.
789 Pine Lane
Anytown, CA 12347
Subject: Confirmation of Order - Purchase Order Number TS-456
Dear Purchasing Officer,
This letter is to confirm that we have received your order (Purchase Order Number TS-456) for stationery supplies.
We have begun processing your order and anticipate that it will be ready for delivery on November 5, 2023, as requested.
Thank you for your business.
Sincerely,
[Your Signature]
[Your Typed Name]
Sales Representative
FAQs on Order Letter Format
Q: Is an email order acceptable?
A: Yes, email orders are commonly accepted, but it’s essential to maintain a formal tone and include all necessary details.
Q: Do I need to include a purchase order number?
A: If your company uses purchase order numbers, it’s crucial to include them for tracking purposes.
Q: How do I specify special delivery instructions?
A: Clearly state any special delivery instructions in the delivery details section of the letter.
Q: What if I need to change or cancel an order?
A: Contact the supplier immediately and provide your purchase order number. Follow up with a written confirmation of the change or cancellation.