Order Letter

What Is An Order Letter?

An order letter is usually written when a company purchases or buys  or orders goods or services from another party. An order letter can also be written by an individual who would like to buy or purchase goods or services. It normally states the exact name of the merchandise, the price, and the amount of payment being sent, the shipment/logistics company, the delivery dates and payment methods. If you have paid the goods/services, you are obliged to enclose the receipt on the letter.

How To Write An Order Letter

Seven things to do when you write an order letter:

  1. If you write for the company you work for, the paper should have the letter head on it. Just type the date below the letter head. Make it right-aligned.
  2. Write the inside address. The company you are writing to.
  3. Write the subject. For example: Purchasing 10 sets of Computers
  4. Write salutation: Dear Seller/Dear Mr. Johnson
  5. Write the body of the letter. It has to include:
  • the opening sentence. Example: We would like to purchase the following items:
  • the name(s) of items/products with the specifications
  • the quantity
  • the price
  • the total price
  • the payment methods
  • the delivery date (deadline)
  • the delivery address
  • the person to contact and his/her phone number
  • Closing statement. Example: Thank you for your cooperation.
  1. Write the complimentary closing. Example: Sincerely, Sincerely yours, Yours truly, Yours respectfully
  2. Put your signature, name, and position

Make sure you check all the details in the body of the letter because it becomes a legally binding agreement between you and the seller.

Types of Order Letters

There are two types of order letters:

  1. personal order letter
  2. company order letter

Personal Purchase Order Letter

Personal Purchase Order 

 

 

 

 

 

 


154 Green Avenue
New York, USA
January 15, 2020

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 :

1 copy Emmet and Mullen, $7.50
1 High School Algebra  $ 7.50 
25 copies Pinehurst, Plane Geometry @ $8.75 $ 218.75 

Total $ 233.75 


I am enclosing a money order for 233.75. If there are additional charges, please let me know. 

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) 


Download the  personal purchase order letter here.

 

Personal Purchase Order Letter Template in Word

 

See the template below if you are writing a personal purchase order letter.


[Your Name]

[Your Street Address]

[City, State, Country, Zip Code]

 

[Date]

 

[Seller’s Name]

[Seller’s Company] 

[Company’s Address]

[City, State, Country, Zip Code]

 

Dear Ms./Mr./Mrs. …..: 

 

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 : 

 

  1. [Item 1 and Quantity ] [Price] [Sub Total Amount of Money]
  2. [Item 2 and Quantity]  [Price]  [Sub Total Amount of Money]
  3. [Item 3 and Quantity]  [Price]  [Sub Total Amount of Money]

 

Total [Total Amount of Money and Currency] 

 

I am enclosing a money order for [Total Amount of Money and Currency]. If there are additional charges, please let me know. Please mail the books to the address given above. 

 

Very truly yours, 

 

[Your Name]

(Adapted from Let’s Write English by George E. Wishon & Julia M. Burks)

 


Download the template here.

 

Company Purchase Order Letter

Company Purchase Order

 

 

 

 

 

 

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 :

 No.            

 Product

 Quantity

 Unit Price

 Total

 1

 Single Brush Polisher Colombia 400

 4

 $ 3,000

 $ 12,000

 2

 Extractor SX 144

 4

 $ 2,000

 $  8,000

 

 

 

 Total

 $ 20,000


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.

Thank you for your cooperation.

Sincerely,


Dede Prana
Purchasing Manager

Download the company purchase order here.

Purchase Order Template / Format

Purchase Order Template

 

 

 

 

                              Company  : ………………………………………………………

                               Address    : ……………………………………………………….

                                                 ……………………………………………………….

                               Phone      :  ……………………………………………………….

                               Website   : ………………………………………………………..

                               Email       : ………………………………………………………..


PURCHASE ORDER

 Supplier        : …………………………………………………………………………………………………….


 PO Date        : …………………………………………………………………………………………………….


 Terms           : …………………………………………………………………………………………………….


 Currency        : …………………………………………………………………………………………………..


 Created by     : ……………………………………………………………………………………………………

    

 No.

 Description

 Quantity

 Unit Price

Amount

 

 







 

 

 

 

 

 

 Sub Total
 Discount

 

 

 

 

 Sub Total After

 

 

 

 

 VAT IN

 

 

 

 

 Total Order

 


            Requested By                                  Authorized Signature               

                 



        ……………………….                                      ……………………..               

 

                                           

 

 

 

Download the Purchase Order Template / Format here.

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Termination

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Donation

Employment

Salary Increase

 

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