Order Letter Sample | Your Ultimate Guide for Making Seamless Purchases

In the world of business, effective communication is vital. One essential aspect of this communication is the order letter, which serves as a formal request for goods or services. An order letter not only helps to establish a professional relationship with suppliers but also ensures clarity and accuracy in the transaction process. In this article, we will explore the importance of order letters and provide some helpful order letter samples to guide you in crafting your own.

 

What Is An Order Letter?

 

An order letter or email 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. See the order letter samples we provided below.

Order Letter Functions

 

Why are order letters important? Order letters play a crucial role in business transactions, whether you are a small business owner or a purchasing manager in a large organization. They serve as a written record of your request, making it easier for both parties to keep track of the details and terms of the order. Here are a few key reasons why order letters are important:

1. Clarity: Order letters provide a clear and concise description of the items or services you require, including quantity, specifications, and any other relevant details. This ensures that there is no confusion or misunderstanding between you and the supplier.
2. Documentation: When you send an order letter, you create a written record of your request, which can be useful for future reference. It helps in resolving any discrepancies that may arise during the course of the transaction.
3. Legal Protection: A well-crafted order letter can serve as legal protection in case of any disputes or issues that may arise. It outlines the agreed-upon terms and conditions, providing you with evidence of the agreement between you and the supplier.

 

 

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.

 

6. Write the complimentary closing. Example: Sincerely, Sincerely yours, Yours truly, Yours respectfully
7. 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.

Now that we understand the importance of order letters, let’s take a look at some order letter samples to help you get started:

Types of Order Letters

There are two types of order letters:

1. Personal Order Letter
2. Company Order Letter

See inquiry letter samples here before you decide to purchase something. You might need this  room booking letter sample   and room booking email sample.

Personal Purchase Order Letter Sample

 

 

 

 

 

 

 

 

 

 

 

 

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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. 

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)} 

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Download the  personal purchase order letter here.      See also Order Confirmation Letter Sample here.

 

Personal Purchase Order Letter Template in Word

 

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

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[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)

 

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Download the template here. You can also see Order Acceptance Letter Sample here.

 

Company Purchase Order Letter Sample

 

 

 

 

 

 

 

Seven Siblings Limited 17 Sweet Road, West Bandung Tlp. 022-8765432 Post Code 41134 July 9, 2022 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, 2022 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.  Maybe you need these booking letter samples. See also  an apology letter sample for late order delivery here. 

Company Purchase Order Template / Format

 

 

 

 

 

 

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.   See an apology letter sample for order cancellation here.

 

Order Email Sample for Electronic Items

If you prefer to order the items via email, you can use the following order email sample. Feel free to adjust it. It just needs a few minutes of your time.

 

 

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To: customerservice@englet.com

Subject: iPhone Purchase Order

Dear Sirs:

I am interested in some of the products in the catalog you sent me a few days ago. Can I have  the following items: 

1 Apple iPhone 13 Pro Max 512 GB, Siera Blue,  US $ 1,800;
2 Apple iPhone 13 Pro Leather Case with Magsafe, Dark Cherry, US $ 89.50;
1 Apple iPhone 13 Pro Max Silicone Case with MagSafe, Marigold, US $ 79.50;

Total  US $ 1,969

I am attaching a screenshot of the bank transfer receipt for US S 1,969. If there are additional charges, please let me know. 

Please send the items to the following address:

Michael Rockey

Krystalgade 222, 11777 Kobenhavn, K

Denmark

 

Sincerely,

 

Michael Rockey

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Download the order email sample in Google Drive here.

Customization

 

Remember, when using these order letter samples, customize them to suit your specific requirements. Ensure that you provide accurate and detailed information to avoid any confusion or mistakes. Proofread your letters before sending them, and make sure to follow up on any responses or confirmations you receive.

To sum up, order letters are crucial for establishing clear communication and documentation in business transactions. By using the provided order letter samples as a guide, you can effectively request goods or services and facilitate a smooth transaction process. Good luck with your order letters, and may your business thrive!

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