KELAS : 4KB04
NPM : 29110361
ORDER LETTER
An order letter is a business letter which confirms the details
of a purchase of services or goods from one party to another. Also, such terms
as a letter of order or a PO (purchase order) can be used. The purpose of an
order letter is to give the necessary instructions to the seller to fulfill an
order successfully. The paper track of a particular transaction starts with it.
Since an order letter serves as a legal proof of an agreement, it should be written carefully. A customer should provide detailed information about their order, such as the model number, quantity, size, color, the payment terms, etc. When another party receives the letter, they will start processing the order and, if all necessary details are mentioned, dispatch the merchandise as soon as possible.
Since an order letter serves as a legal proof of an agreement, it should be written carefully. A customer should provide detailed information about their order, such as the model number, quantity, size, color, the payment terms, etc. When another party receives the letter, they will start processing the order and, if all necessary details are mentioned, dispatch the merchandise as soon as possible.
Do’s:
·
Write a separate
paragraph for each item, using double spacing between paragraphs.
·
Clearly indicate the
item number or the product code, the quantity, color and size being ordered.
·
Specify the mode of
payment.
·
An order letter should
also contain information about the cost of the price, such as taxes, so that
there is no misunderstanding when making a payment.
·
If you have already
paid any advance against the order, you should mention it in the letter.
·
Specify the relevant
details related to the terms and conditions agreed upon by you and the other
party involved.
·
Indicate the
preferable mode of shipping.
·
Point out a deadline
delivery date.
Guidelines – How to Write an Order
Letter
1.
Before placing an
order, ask a vendor to clarify some information you are not sure of in regard
to the product.
2.
Find out in advance
how much time the delivery of the product will take in order to understand
whether you will receive it in the desired time.
3.
Start writing an order
letter as soon as you determine your purchase. A company in which you are going
to buy a particular product should be given enough time to execute your order.
4.
Use two or three
paragraphs to construct the letter. Make a brief introduction of yourself,
explain the details about your order and, finally, clarify again any questions
you can have about your order. If you choose to use two paragraphs, then skip
the introduction and go straight to your business.
5.
Write in a precise and
clear manner. You should be open about what you are ordering, and give the full
information about your order rather than use hints.
6.
Follow the standard
business format. Only basic fonts should be used to write the letter. If you
compose your order letter in a manner that is accurate and easy to read, the
receiver will be able to comprehend it without any difficulty.
7.
Indicate the date. It
is significant, because that identifies when your order was placed.
8.
Proofread the letter.
Read your order letter one more time and correct spelling and grammatical
mistakes if you find them out. What is more important, check all the details
mentioned in the letter.
As an order letter is a contract proving the process of selling
and purchasing between two parties, it is important to construct it accurately.
If you state your needs directly and clearly, the vendor will have no problems
with reading it and dispatch the demanded product to you on time.
EXAMPLE :
Personal
Purchase Order Sample
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154 Green
Avenue
1 copy Emmet and Mullen, Newyork, USA January 5, 2010 Ms. K. Hutchinson Beller Company, Inc. 424 Park Avenue New York, New York 10021 Dear Ms. Hutchinson : Thank you for sending your catalog so promptly. It arrived within a few days of my request. Please send me the following items by parcel post : High School Algebra @ $7.50 $ 7.50 25 copies Pinehurst, Plane Geometry @ $8.75 $ 218.75 Total $ 226.25 I am enclosing a money order for 226.25. If there are additional charges, please let me know. Please mail the books to the address given above. Very truly yours, Brandon Michael (Adapted from Let’s Write English by George E. Wishon & Julia M. Burks) |
Company Purchase Order Sample
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Seven Siblings Limited
17 Sweet Road, West Bandung Tlp. 022-8765432 Post Code 41134
July 9, 2013
Purchase Order
Toko Englet
11 Main Street
San Fransisco, USA
ZIP CODE 91234
Attention : Miss Kim Jackson Dear Miss Jackson : Please accept this purchase order for the following :
We require shipment by August 17, 2013 to : PT Pama No. 1 Jl. Cileungsi, Bogor, Indonesia Post Code 40156 Please refer to this order as "purchase order # SS01234. Should you need more information, please contact me at 62-22-756756 at your earliest convenience or email me at siblings@seven.com. Sincerely, Dede Prana Purchasing Manager |
Purchase Order Template
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Company :
................................................................
Address :
................................................................
................................................................
Phone :
................................................................
Website :
.................................................................
Email : .................................................................
PURCHASE ORDER
Requested By
............................
Authorized Signature
..........................
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COMPLAINT LETTER
Introduction
Letters of complaint
usually include the following stages:
1.
Background
2.
Problem - cause and effect
3.
Solution
4.
Warning (optional)
5.
Closing
1.
Background
This section describes the situation; e.g.
This section describes the situation; e.g.
§ I am writing to inform you that the goods
we ordered from your company have not been supplied correctly.
§ I attended your exhibition Sound Systems 2013 at the Fortune Hotel (22-25
January) and found it informative and interesting. Unfortunately, my enjoyment
of the event was spoiled by a number of organisational problems.
§ I am a shareholder of Sunshine Bank and I
am very concerned regarding recent newspaper reports on the financial situation
of the bank. Your company is listed as the auditor in the latest annual report
of the bank, so I am writing to you to ask for an explanation of the following
issues.
§ I am writing to inform you of my
dissatisfaction with the food and drinks at the 'European Restaurant' on 18
January this year.
2.
Problem
Cause:
Cause:
§ On 8
November 2013 we placed an order with your firm for 12,000 ultra super
long-life batteries. The consignment arrived yesterday but contained only 1,200
batteries.
§ Firstly, I had difficulty in registering
to attend the event. You set up an on-line registration facility, but I found
the facility totally unworkable.
§ You sent us an invoice for $10,532, but
did not deduct our usual 10% discount.
§ We have found 16 spelling errors and 2
mis-labelled diagrams in the sample book.
Effect:
§ This error put our firm in a difficult
position, as we had to make some emergency purchases to fulfil our commitments
to all our customers. This caused us considerable inconvenience.
§ Even after spending several wasted hours
trying to register in this way, the computer would not accept my application.
§ I am therefore returning the invoice to
you for correction.
§ This large number of errors is
unacceptable to our customers, and we are therefore unable to sell these books.
§ I am writing to ask you to please make up
the shortfall immediately and to ensure that such errors do not happen again.
§ Could I please ask you to look into these
matters.
§ Please send us a corrected invoice for $9,479
§ I enclose a copy of the book with the
errors highlighted. Please re-print the book and send it to us by next Friday.
§ Otherwise, we may have to look elsewhere
for our supplies.
§ I'm afraid that if these conditions are
not met, we may be forced to take legal action.
§ If the outstanding fees are not paid by Monday, 25 November 2013, you will
incur a 10% late payment fee.
§ I look forward to receiving your
explanation of these matters.
§ I look forward to receiving your payment.
§ I look forward to hearing from you
shortly.
Content
- The content should
contain enough details so that the receiver does not have to write back
requesting more.
- Legal action is not
normally threatened in the first letter of complaint, unless the
situation is very serious.
Example letters
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