Order Letters

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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 

Personal Purchase Order Letter Sample
 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, 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) 

Download the  personal purchase order letter here.

Company Purchase Order

Company Purchase Order Letter Sample

Seven Siblings Limited
17 Sweet Road, West Bandung Tlp. 022-8765432 Post Code 41134

Purchase Order

February 6, 2021

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 items:

No. Product Quantity Unit Price Sub Total
1 Single Brush Polisher 4 $ 3,000 $ 12,000
2 Extractor SX 144 4 $ 2,000 $ 8,000
         
      Total $ 20,000

We shall arrange the payment within 10 (ten) days to comply  with 5/10, Net 30 terms. We require shipment by March 17, 2021 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                                                                                             ……………………..  
No. Description Quantity Unit Price Amount
         
      Sub Total
Discount
 
      Sub Total After VAT in  
      Total Order  
Requested by Authorized Signature


………………………… …………………………………
Name Name

Download the Purchase Order Template / Format here.

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