Order letter is a document that confirms the details of a purchase of goods or services from one party to another. It usually includes more information about what you are ordering, like quantity, model number, or color, the payment terms, and the matter in which the products are to be shipped. When the recipient receives this letter, they will process the order and send the merchandise.
Order letter is letters dealing with orders and payments for merchandise form a bulk of business activity. As a result, serious thinking and care should be exercised in drafting these letters. A little carelessness may result in loss of the customers or good will. Therefore order letters should be exact cordial and tactful. They should be definite and complete that the reader may fell it exactly as the writer wishes. Any error or incompleteness may mean further corresponding shipping delays complicated billing repacking and loss of business.
An order letter need not be preceded by an inquiry or offer. Information received from catalogue and advertisement also helps people and parties in placing and sale. Hence it has great importance. Proper care should be taken in drafting of the order to ensure efficient handling and to eliminate all doubts resulting in loss of time and possibly of the market.
The desired facts are as under:
1. Details about what you are ordering or reserving.
2. Directions for shipment.
3. Manner of payments.
In both order and reservation messages, the main idea in the first paragraph we are reserving or ordering something. Our explanatory paragraphs give whatever details the order requires - about quantity, colour, style, size, price, payment, location, shipment data, place - plus any specific instructions our reader might need. The last paragraph invites prompt shipment and dated action, if desired.



PURCHASE ORDER FORM
The Purchase Order Form is a written sales contract between buyer and seller detailing the exact merchandise or services to be rendered from a single vendor. The Purchase Order Form contains areas for the PO number, shipping date, billing address, shipping address, terms of payment, and a list of services/products, often including specifications and reference or part numbers of the items to be purchased, with quantities and prices.
A purchase order (PO) is a commercial document issued by a buyer to a seller, indicating types, quantities, and agreed prices for products or services the seller will provide to the buyer. Sending a purchase order to a supplier constitutes a legal offer to buy products or services. Acceptance of a purchase order by a seller usually forms a contract between the buyer and seller, so no contract exists until the purchase order is accepted. It is used to control the purchasing of products and services from external suppliers.
A purchase order is a document sent to a supplier or vendor, authorizing shipment of a product to the customer at a specified price and terms. The creation of a purchase order creates a legally binding contract which cannot be changed without the consent of both parties.
A customer may sometimes create an open or standing purchase order which allows the customer to order quantities of the product(s) from the vendor over a period of time (usually a year) at the specified price. Open POs are often used for services which occur over a period of time.
The typical sections of a purchase order are:
  • Date
  • The purchase order number
  • Names and addresses of both the customer and the supplier/vendor.
  • Description of the items being ordered, the cost for each, and the total amount.
The PO number is an important reference for both the customer and the supplier.


Purchase Order Form Example :

                                                                                 Date:

                                                                                                      Serial Number:

Purchase Order


To


Customer #


Terms

 

Ship To


Salesperson


Ship Week Of




Order #
Delivery Via
Routing

Please Ship the Following Items as Specified

Item
Quantity  Ordered
Description
Unit Count
Unit Price
Total Amount







Total


Special Instructions
Date
Approval Signature

Purchaser Signature

Title










NON PURCHASE ORDER FORM
Some goods and services may be purchased without a purchase order.  Payments are made by using the itemized Vendor Invoice or Check Request Form.  When there is no itemized vendor invoice and a Check Request Form is used, support documentation must be attached and imaged.  A Vendor’s Statement should only be used when the vendor does not produce individual invoices.
Order Letter Non Purchase Order Form Example :
PT. OKTA SPORT
        Jln. Margonda Raya NO. 01 Depok 15340
Depok, 20 December 2012
Your ref : MR / BC / 23
Our ref : RC / K / 2B
Mr. Reza
Manager
PT. Indonesian Garment
Jln. Merdeka Raya No. 30
Jakarta 12300

Dear Mr Reza
We would like to place an order to your product as follows.

1.100 pairs of shoes Adidas Predator  Futsal size from 38-45
2. 100 pairs of shoes Adidas F50 soccer size from 38-45
3. 10 dozen NIKE FC Depok Club t-shirt size S, M, L and XL
These items should be sent before December 29, 2012 Packing hope stand water with their insurance. Letters of credit are made to our Bank BCA has been sent through the services of the delivery goods TIKI.
Yours faithfully,

        Okta




Reply of order letter example :
PT. Indonesian Garment
Jln. Merdeka Raya NO.30 Bekasi 12300
Jakarta, 21 December 2012
Your ref : MR / BC / 23
Our ref : RC / K / 2B
Mr. Okta
Manager
PT. Okta Sport
Jln. Margonda Raya NO. 01
Depok 15340

Dear Mr Okta,
We have received your order dated 20 December 2012 as contained in the purchase order form.

We confirm receipt of Your booking and wish to obey the conditions and requirements as specified by our company, such as the following.
1. Down Payment made before the date of delivery order as much as 45% of the total price of the reservation goods.
2. Due date payment of the reminder of the payment is made 10 days after the date of delivery of the goods carried.
3. When there is a complaint over the received goods, carried out by mail the complaint addressed directly to us.

With all the conditions listed here, we will assume You agree if You did not demur orally or in writing within ten days from receipt of this notice.

Disarray over , we are saying thanks.
Yours faithfully,

       Reza


Sumber :
http://www.howtowritealetter.net/Letter-of-Order.html

25 December 2012 at 08:06

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