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
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Customer
#
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Terms
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Ship To |
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Salesperson
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Ship
Week Of
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Order
#
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Delivery
Via
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Routing
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Please Ship the Following Items as Specified
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Item
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Quantity Ordered
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Description
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Unit
Count
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Unit
Price
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Total
Amount
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Total
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Special Instructions
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Date
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Approval
Signature
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Purchaser
Signature
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Title
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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
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.
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.
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
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