Definition of Order Letter
An “Order” is an expense for the
person placing the order and an income for the one getting it. But this is not
all. The company that bags the order has to fulfill lot of commitments to
ensure that it has a satisfied customer, which can be an individual or another
company. Timely delivery of the order, quality of delivery and after sale
service – are all part and parcel of getting an order.
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. It should have details such
as product specifications, quantities, price agreed upon, delivery date, late delivery
clauses, etc. It should be addressed to the person responsible for the
execution of the order with a copy to the head of department. Since it is
totally an official letter it should be typed.
Do and Do not of Order Letter
- An Order Letter should be addressed to the person responsible for executing the order.
- It should 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 relevant details related to the order, for example, quantity, price and other terms and conditions.
Sample of Order Letter :
Lisa Miller
100 Broadway Lane
New Parkland, CA, 91010
Cell: (555) 987-1234
example-email@example.com
Dear Mr. Martin,
I am writing to formally place an
order for 100 pieces of your navy blue denim fabric sections (6 ft. x 20 ft.
each) for a large manufacturing project for a priority client. The catalog
number (from your September catalog) is 445-2221-05-NB. Please include your
latest catalog with the order.
The initial order will be for 100 pieces
of fabric. The unit price for each section of fabric is listed at $21 per yard.
This brings the initial order total to $13,986 and the final total, including
shipping, to $14,352. A check in this amount is enclosed. I would like a
confirmation of receipt of this check emailed to me at
example-email@example.com. Please ship the fabric to our receiving center at:
Seaside Manufacturing
1500 Riverfront Street
New Parkland, CA, 91010
Finally, I would like the order
shipped UPS since I need this fabric ASAP. Tracking information can be sent
directly to my phone at (555) 236-5451. If there are any additionally fees,
please let me know and I will work out the payment details with you. Thank you
for your time and prompt attention.
Sincerely,
Lisa Miller
Purchasing Manager, Seaside
Manufacturing
The Theory of Inquiry Letter
Definition of Inquiry
letter
A letter
of request, also known as a letter or letters of interesting candidates, will
be sent to the companies. Letter of request is a letter from a prospective
buyer to the seller requesting information about the products offered. With the
offer of the seller will potential buyers will know the price, and the sale and
purchase, and a description of the goods or services to be purchased. This is
the purpose of the prospective buyer a written request to the seller.
When
a prospective buyer has to know the condition of the goods / services following
the price and terms of sale and purchase, of course he did not need to ask for
a quote from the seller. Letter of inquiry required in formal trade demand
formal procedures in writing. Letter of inquiry is often an early stage of the
business transactions. Through a letter of inquiry to ask a potential buyer or
to request information about the goods or services to be purchased. In
reaction, the seller explained the things he wanted to know the buyer, the
buyer did finally order and business transactions as the top buying and selling
process.
In the letter of demand
for the goods usually offer prospective buyers ask:
1. name and type of
goods;
2. special
characteristics (specifications) of goods, namely, the type, size, quality,
capacity and others;
3. unit price.
4. Pieces;
5. method of payment;
6. means of delivery,
and
7. ease that may be
obtained by the buyer, such as guarantees and other
In
addition to the above mentioned potential buyers asking price lists and
catalogs (if the items varied) and a technical description of the goods in the
form of leaflets or brochures. For items that allow, prospective buyers can
also request a sample of goods actually sent.
By letter of demand and
supply of services, prospective buyers can ask:
1. the form of services
that can be presented by the seller;
2. equipment used by
the seller as a support (if any);
3. price;
4. pieces and
5. method of payment;
In
demand service offerings, potential buyers can also request a price list
(according to the level of services to be provided). Usually all been included
in the prospectus which has been prepared by the company selling services.
Inquiry should not only
be submitted to one seller, but to some sellers. This step was taken so that
the price list and the information collected will be compared with each other
to determine which one best suit your desires and financial ability of prospective
buyers.
Example
of Inquiry Letter :
