14. The Order Letter
“An order letter is a letter with formal request for the supply of goods or services.”
In an order letter, the writer addresses a seller, a manufacturer or any supplier of goods. It is a type of contract of goods of purchase and sale. However, the acceptance of the contract is completed only when a seller or a manufacturer supplies goods.
Essential Qualities of an Order Letter
1. Complete Description:
The first quality of an order letter is that you are to mention required things and their quantity in detail. There should be no ambiguity in it. There must be accuracy and clarity. An order letter must contain the following information.
a. Name of goods ordered
b. Quantity
c. Catalogue number
d. Number
e. Size, colour, design and brand
f. Mention the specific quality of the article and price
2. Time and place of Delivery:
The writer or the buyer must mention the time and place of delivery of goods in the order letter. If he does not mention time and place of delivery of goods, the seller may deliver these goods at any time. In that case, the buyer would be unable to make any claim against the letter.
2. Method of Payment:-
In the order letter, a buyer must mention his mode of payment. We must mention whether he wants to purchase the goods on cash or on credit. If he is to make payment, he must indicate how he is going to pay i.e. through cheque, money order or on line etc. if he is not going to pay, he must mention how he will pay later.
4. Instructions about Packing:
The buyer must tell the mode in which he wants his goods to be packed. He must tell about insurance coverage, custom clearance duties and sales tax, etc. It would remove any type of confusion which may arise later.
5. Time of Delivery: The letter must state the time limit for the delivery to be made. Otherwise, the buyer cannot claim against the seller.
Principles of writing an Order Letter OR organizational plan for an order letter
The sender must keep in mind the following organizational plan before he writes a letter.
1. Direct Request Plan:
The buyer should write an order letter on the direct plan. He should neither please the seller nor flatter him. He should state in a positive way the nature of his order. He should keep in mind the difference between an order and a request. He should write “Please send me” instead of writing “I want,” and “I need.”
2. Nature of the Goods:
Then he should explain the nature of the goods he wants to purchase. He should prepare the order systematically.
3. Details of the Order:
The writer or buyer should mention the goods and the quantity of the goods which he wants to buy so that he may avoid any confusion.
4. Review the Contents:
The buyer should examine the contents of the goods before he signs it because wrong description of goods may bring a great loss to him. He should examine it again and again.
5. Courteous Close: A buyer should close his letter on a courteous note. He should state the future prospect of doing business with him.
Some Typical Order Letters
Accepting Quotation
1.A Letter Accepting Quotation.
Nawaz Crockery Store,
The Mall,
Lahore.
Saad Crockery House,
Samundri Road,
Faisalabad.
Dear Sirs,
We are highly obliged for your quotation of 15th April for the supply of crockery. We find your terms satisfactory. We are going to send you an order letter for the following items.
We will appreciate if you send the following items by train.
1. Three hundred teacups (Butterfly design) Rs.800 per hundred
2. Three hundred tea saucers(Butterfly designs) Rs.700 per hundred
3. Two hundred plates (Chinese model) Rs.500 per hundred
4. 40 Teapots Rs.100 per piece
(Model Pack)
Please pack these items properly and make sure that the consignment reaches us before 15th May.
The railway receipt may be sent by registered post as soon as possible. Payment will be made in cash on line, through our bank when the consignment reaches us safely.
Yours truly,
Wasim Ahmad
Purchase Manager
2.A Letter Accepting Quotation.
New Kitab Mahal,
Urdu Bazar,
Lahore.
Saad Book Depot,
Samundri Road,
Faisalabad.
Dear Sirs,
We are highly obliged for your quotation of 15th April for the supply of some new books written according to the new patern. We find your terms satisfactory. We are going to send you an order letter for the following items.
Books Quantity Prices
1. Bright English Grammar for 1st Year 500 Pieces Rs.100 per piece
2. The Sunshine English Grammar 2nd Year 500 Pieces Rs.100 per piece
3. Simple English Grammar B.A. 600 Pieces Rs.150 per piece
4. English Speaking Course (Aftab Ahmad) 100 Pieces Rs.200 per piece
(Model Pack)
Please pack these items properly and make sure that the consignment reaches us before 15th May.
The railway receipt may be sent by registered post as soon as possible. Payment will be made in cahs on line, through our bank when the consignment reaches us safely.
Yours truly,
Wasim Ahmad
Purchase Manager
3. Accepting the Quotation
Advance Mobile House,
Gulberg town,
Lahore.
Shezi Mobile House,
London Road,
Samundri.
Dear Sirs,
We are obliged for your quotation of 5th February for the supply of mobile. We find your terms satisfactory and send you an order for the following items.
|
Serial No.
|
Model
|
Quantity
|
Price (Rs.)Per set
|
|
1.
|
Nokia C2
|
100
|
4500
|
|
2.
|
G five
|
200
|
2500
|
|
3.
|
Q Mobile E900
|
100
|
6000
|
|
4.
|
Samsung Galaxy
|
20
|
14000
|
Please pack all the items properly. Make sure that the consignment reaches us before 5thMarch. The railway receipt may be sent by registered post as soon as possible payment will be made in cash online through the bank when the consignment reaches us safely.
Yours truly,
Shezi.
Purchase manager.
Order from a New Customer
Write a letter to the manufacturer of watches, ordering him for the supply of different kinds of watches. But be the new customer to write this letter.
Walid Watch House,
The Mall,
Lahore.
Faisal Watch House,
Samundri Road,
Faisalabad.
Dear Sirs,
Many thanks for your letter of 15thJune sending us the patterns of watches. We find both your quality and prices satisfactory. So, we are pleased to give you an order for the following items on the understanding that they will be supplied at the prices narrated.
Quantity Pattern Prices
1. 30 Watches Chinese Watch Five hundred each
2. 40 Watches American Watch One thousand rupees each
3. 50 Watches Pakistani Watch Five Hundred rupees each
We expect to have a good market for these watches and hope to place further order and large orders with you in near future. Our payment procedure is one month from date of invoice and we hope they will be satisfactory to you. You may know about our financial condition from Jameel Watches, with whom we have been dealing for many years.
Yours faithfully,
Ali Nawaz
Purchase Manager