In today's digital world, placing orders is a regular part of everyone's daily life. Everybody, even children, is tech-savvy and can shop online for whatever they need. It is simple as you only need a smartphone and an internet connection. You can also do online banking.
You will need to send letters or emails if you're a business owner, or a sales representative, to place bulk orders. This article will show you how to create order letters. It also includes sample letters that you can use as a guide.
How to write an order letter?
An order letter informs the buyer/seller of details about the items purchased/sold. It serves as documentation and can be used for future reference. The format of an order letter is very similar to a formal letter. These are the details you should include in your order letter format:
- You want to buy the items/products that you are interested in.
- The product's quantity, color and other specifications.
- In the confirmation letter that the seller sent, he will specify the mode of payment and details about the shipment.
A letter of order should be precise and clear. Use polite and professional language when writing an order letter. To avoid confusion, make sure you include all details. Thank them for their assistance and show that you trust them. If you have any questions, don't hesitate to contact the recipient. Senders should sign the letter. Ordinary orders are written on the letterhead of company rather than on a plain A4 sheet.
Order Letter Format
Sender’s Address
_____________
_____________
_____________
Date
Receiver’s Address
____________
____________
____________
Subject: ________________________________
Dear Sir/Ma’am,
Body of the Letter
Paragraph 1 – Introduction and Purpose of Writing the Letter.
Paragraph 2 – List of items required with the quantity in bullet points or tabular columns.
Paragraph 3 – Concluding paragraph stating when you expect the delivery of items and thanking them for their service.
Complimentary closing – Yours sincerely, Sincerely, etc.
Signature of the sender
NAME in block letters
Order Letter Examples
Have a look at the following order letter samples to get an idea of how to write order letters.
Purchase Letter Format – Order for Books
Aditya Public School
23/108, G K N M Street,
Sivananda Colony
Coimbatore – 641026
3rd January, 2022
The Manager
56, Cheran Book House
Town Hall
Coimbatore – 641033
Subject: Order for CBSE Textbooks
Dear Sir/Ma’am,
I am writing to you to place an order for CBSE textbooks. As per our discussions yesterday, we are glad to have you as our distributor.
The books and the required quantity are as follows:
S. No. | Subject | Class | No. of Copies |
|---|---|---|---|
1. | Science | Class 6 – 10 | 500 |
2. | Social Science | Class 6 – 10 | 500 |
3. | Maths | Class 8 – 10 | 300 |
4. | English | Class 6 – 10 | 500 |
5. | Hindi | Class 6 – 8 | 350 |
6. | Sanskrit | Class 6 – 8 | 350 |
7. | English Supplementary Texts | Class 6 – 10 | 500 |
The prices for the books were discussed in the meeting, and we have received a quotation that is feasible. The manager has promised to deliver all the books within 7 working days. I would also like to order some books for the library once I receive these books.
Kindly find attached the cheque (cheque number: 356xxxxxxxxxxxx652) dated 03/01/2022 for Rs. 5,000 as an advance payment for the order. Please feel free to contact us in case of any clarifications.
Thanking you
Sincerely,
Signature of the sender
SOORAJ SANTHOSH
Contact number : xxxxxxxxxx
Email id : name.name@email.com
Attached documents: Cheque
A copy of the quotation
Business Order Letter – Purchase of Stationery Supplies
12 B, HSR Layout
Koramangala Phase II
Bangalore – 560003
December 18, 2021
The Sales Manager
Craft Cottage
Saibaba Colony
Coimbatore – 641021
Subject: Requirement for Stationery Supplies
Dear Sir/Ma’am,
I have received the items you sent on 10th December, 2021. I appreciate the prompt and hassle-free delivery. All the items are in good condition. I would like to order a few more items that I had missed mentioning during my previous purchase.
Kindly find the list of required supplies below.
- Winsor & Newton Galeria Acrylic Paint 60 ml (5 each)
- Silver Argent
- Vandyke Brown
- Camel Artists’ Acrylic Colour 40 ml (3 each)
- Black
- Antique Gold
- Antique Bronze
- Titanium White
- Crimson Red
- Portrait Pink
- DMC Little hearts 100 gm
- Gold Glitter Foam Sheets (10)
- Yellow Foam Flowers (40)
- B-7000 Multi-purpose adhesive (1)
- Artline Calligraphy Water Resistant Pen (Black) (1 each)
- 1.0
- 2.0
- 3.0
- 4.0
I request you to send these items as soon as possible, if possible tomorrow, as I require them immediately. I am attaching the screenshot of the payment I made online for the above-mentioned stationery supplies, including the shipping charges. Please feel free to contact me if you have any queries.
Thank you for your continued cooperation and support.
Sincerely,
Signature of the sender
ANCY LIJO
Sample Order Letter – Response to the Order Letter from the Buyer
The Sales Manager
Craft Cottage
Saibaba Colony
Coimbatore – 641021
19/12/2021
Ancy Lijo
12 B, HSR Layout
Koramangala Phase II
Bangalore – 560003
Subject: Confirmation of Order No. 1492
Dear Ma’am,
We thank you for your purchase of Order No. 1492, dated December 18, 2021, for different stationery supplies. We have received your payment. The order is being packed and will be dispatched on the 19th of December, 2021, as per your request. We have carefully packed every item separately and hope that it will reach you latest by the 22nd of December, 2021.
The bill and shipping details of your order have been attached to this letter. We thank you for trusting us and look forward to serving you in the future.
Yours sincerely,
Signature of the Sales Manager
SUDHI RANJITH
Sales Manager
Craft Cottage
Contact information
Phone: xxxxxxxxxx
Email: name.1245@email.com
Frequently Asked Questions on
What is an Order Letter?
An order letter is a formal correspondence that confirms the items you wish to purchase. An order letter serves to give detailed instructions to the distributor or manufacturer.
What format is an order letter?
The following information must be included in an order letter:
- Sender's address
- Date
- Address of the Receiver
- Subject
- Salutation
- Body of the letter - This is the area where you list the items that you would like to purchase or sell.
- Complementary closing
- Signature
- Name in blocks
- If any, designation
What is the content of an order letter?
The terms and conditions of purchase should be included in an order letter. It is essential to include the required products, the details of each product, and the quantity. To be included in a reply letter or confirmation of order are the price details for the products, as well as the delivery date and billing information.