ORDER LETTER
Order
letter/Placing order is a document or letter that confirms the details of a
purchase of goods or services from one party to another. Example when we will
buy some product in a company, we must send order letter for request that
product and when the recipient in that company receives this letter, they will
process the order and send the product.
An Order Letter is the one that is
written by the person/company placing the request of purchase from another
company. This letter comes into action only when a detailed study of the
desired product has been done in the market and based on promised service,
quality and price of the product, a decision for a purchase has been made.
An Order Letter should be drafted very
carefully as it needs to pen down all the terms and conditions of the purchase
for the benefit of both involved parties.
Things to be aware when writing a order letter :
·
An Order Lettner should
be addressed to the person responsible for executing the order
·
include all the terms
and conditions agreed upon by both involved parties
·
Since it is purely an
official letter it should be typed out
·
There is no need to use
too many adjectives in the letter since it is purely for an order being placed
·
The letter should have
all rtelevant details related to the order, for example, quantity, price and
other terms and conditions
A. Opening
Paragraph
- We have received your letter of ….(date) and
should be glad if you would accept
our order for the following goods.
- We are
obliged to your quotation/letter of …(date) and should
be glad if you would accept our order for the
following goods.
- We thank you for your letter of … (date) and
enclose our official order for the following goods.
- We have received your quotation of … (date) and
please send me the following goods as soon as possible.
- We have received your letter are satisfactory,
please arrange to deliver the following goods as quickly as
possible.
B. Describing Method of
Payment
·
We shall pay for
the goods by bankers transfer on receipt of your pro-forma invoice.
Pro-forma invoice is invoice that give detail of goods being tend and it sent to the customer
in advance of the goods themselves.
·
We shall open a
letter of credit as soon as we receive your pro-forma invoice
·
We shall pay for
the goods by banker’s transfer within 20 days from the date of delivery.
C. Closing Paragraph
·
We would be
grateful for your prompt delivery
as the goods are urgently needed.
·
We look forward
to receiving your advice of delivery by return
·
Please kindly
acknowledge this order and confirm that you will be able to deliver the goods by the end of this
year
- We would like to …..
- We enclose ….
- We shall pay for the goods …. (for cheque)
2 ways to make order letter :
1.
Order Letter with Official
order form.
to make us able to contact the company because
the official form is already in there and we just to stayed fill it.
2.
Order Letter without
official order form.
Sometimes the company doesn’t have any
official form. So we can make order letter to make request. but t make it we must follow the rules and
according.
Part of that must be exist in the letter :
1.) Number
2.)
Decription
3.)
Quantity
4.)
Type of product
5.)
Price list
6.)
Count of product
7.)
Date of shipment
8.)
Terms of payment
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