Order Letters

The main purpose of writing an order letter is to inform the buyer/seller about the details of the items bought/sold. It also serves as documentation for further reference and record keeping. An order letter format is similar to the format of a formal letter.

Order letters are formal documents used in business. 

It must contain the following details:

• Confirm information about the purchase of goods or services.
• The items/products you want to purchase.
• Express the desire to acquire specific goods or services.
• Outline details of the desired order, including quantity, item descriptions, price, delivery instructions, and payment terms.
• Serve as a "Contract of Sale" between the buyer and the seller.

Order Letter Format

Sender’s Address

Date

Receiver’s Address

Subject: Order for ____________

Salutation

Body of the Letter:

Paragraph 1 – Introduction and Reason for Writing the Letter

Paragraph 2 – Specifics of the products ordered, mode of payment, order details, and so on

Paragraph 3 – Conclude by mentioning when you expect the items to be delivered and thanking them for their assistance.

Complimentary Closing

Sender’s Signature

Sender’s Name

Order Letters Examples

1. Order for Books

From,

Aditya Public School

23/108, G K N M Street,

Sivananda Colony

Coimbatore – 641026

3rd January, 2022

To,

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: 9999

Email id: name.name@email.com

Attached documents: Cheque

A copy of the quotation

2. Business Order Letter – Purchase of Stationery Supplies

From,

12 B, HSR Layout

Koramangala Phase II

Bangalore – 560003

December 18, 2021

 To,

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)

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

3. The Computer Hub, Chanakyapuri, New Delhi has advertised a discount of 20% on all types of computers and related hardware. You are Rahul, owner of Softpoint Innovations, 110- 111, Nehru Place, New Delhi. Place an order for suitable items for your company.

From,

110-111, Softpoint Innovations
Nehru Place
New Delhi

27th August, 2022

To,

The Manager
The Computer Hub
New Delhi

Subject: Placing an order for computers and related hardware.

Respected Sir

On behalf of the owner of Softpoint Innovations, I wished to buy 20 PCs and the related hardware components.
You have a solid reputation for offering top-notch computer hardware. Your PCs are of the best possible quality. After looking through your most recent computer catalogue with a 20% discount, I’m placing an order for 20 computer sets for our company.
The computers should all be of the highest calibre, along with certain necessary software. Substandard goods will be returned. Within seven days, computers must reach the stated address.
Send the invoice with the biggest discount, if any.

Thanking You
Yours Truly
Rahul