2.

Layout of an order letter (Đạt + Phúc)

To deliver a specific and practical presentation for the layout of an order letter we
decide to analyze the example of a full blocked style order letter.
An order normally includes the following parts:
1. The letterhead of the company sending the Order Letter. In case the
Order Letter has no letterhead, the sender’s contact details are supplied.
2. The date the letter is sent.
3. The recipient’s name, title, name of the company, and specific address.
For the case we are analyzing, the buyer has stated sufficiently this information.

4. The salutation.
If between 2 parties, there exists a long-term relationship, then the buyer can use the
name of the receiver for salutation ex: Dear Mr. Smith, …However, if it is your first
order or the long-term relationship has not been formed, a formal salutation, Dear Sir,
would be more polite and suitable.
5. The body of the Order Letter.
Opening:
Thanks to the seller for the information received in the replies
 this will make you polite.
Ex: Thank you for your reply of 17 November regarding our email about the
blankets.
We highly appreciate you sending us the catalog of your books yesterday.

Make it clear that there is an order accompanying the letter.

 This would help to save time for the receiver and grab their attention.
Ex: Please see below for the list of titles we want to purchase.
Please find enclosed our official order, No. CA3456.
In our case, the writer formally performs this part by appreciating the seller's
previous quotation and price list.

Body:
The body of an order should include the following parts:

1. Full details of description, quantities and prices and quote catalog number,
if any, or confirmation of discount.

When there are only a few types of products, the buyer can list this information
directly in the order. However, this information can be displayed in form of a
table or attached file if various products are ordered. In the case of the attached
file, the order will consist of 2 parts: covering letter and order form,

Order form
Must be provided by the seller. The order form has several advantages:

 The forms are pre-numbered, and therefore, easy to refer to.

 Important details cannot easily be overlooked.

 It is easy to see the general conditions on the front under which orders are
placed.

However, it must be sent with a covering letter to confirm the details in writing to
avoid misunderstanding; both parts should include the address and information of
seller and buyer or at least in the order form.

Here is an example of an order with a covering letter

For the case we are analyzing, they use a table to list various paints ordered,
which will improve clarity, make the order more attractive and it is suitable
because there are only 3 types of paints ordered. However, we suggest that the
total value of the order (70,000) should be placed in another position that is more
clear, appealing, and easier to understand:

2. Requirements as to delivery place, date, mode of transport, packing and

marking.

3. Confirmation of the terms of payment agreed in preliminary negotiations.

These 2 parts are to confirm terms and conditions related to the order. Moreover,
to ensure prompt and safe delivery it is a good idea to advise the company on how
you want the goods packed and sent, and what sign do you want to mark. This means
that if the consignment arrives late, or in a damaged state, your letter is evidence
of the instructions you gave.
In this case, there are not any special requirements for packing, marking,
however, it requires special transportation mode and immediate delivery:

In terms of payment, it does not state a specific payment method, however, we can
imply from the letter that the payment method had been agreed upon in previous
letters. Here they also include some clauses to protect their rights in case the
document is not received in time.

Closing:
The letter we analyze lacks a closing which normally shows goodwill, enthusiasm,
and willingness to coordinate in the future or simply to show your greeting attitude for
the acknowledgment:
Ex: We look forward to your acknowledgment.
We wish to have a fruitful and long relationship with your organization.

6. The closing.
The complimentary close should be following the salutation. In this case, Dear
Sir and Yours faithfully are used.

7. The sender’s name with his or her signature.

This will the final part of the order.