ORDER  An order letter, also known as a purchase

order or PO.

LETTERS
 The objective is to provide the vendor with
detailed instructions for fulfilling an order. It
also serves as a legal record of the
transaction and consequently, should be
written with care.
 Order letter is written by buyer for placing
order after receiving quotation of product
from the seller.
 Information about the items being ordered:

An order letter must contain full particulars of goods

ordered. Such information may include the following:
• Product name
• Brand name
• Quantity
• Model number
•  Colour
• Size
• Weight
• Unit price
 Desired receipt date;

Information Desired shipping location; and

relating to
shipping- Mode of shipping (rail, road, or waterways).

Information relating to payment. Mode of payment

(cash, cheque, draft).

NOTE- The above stated factors are usually included in

order letter. However, the buyer can include any other
instruction or element if he thinks necessary
 Your intentions need to be clear and concise , attention
to detail is crucial.
• DETERMINING SCOPE OF LETTER –
• The scope should include only the information
POINTS TO BE needed to fulfill the order. The vendor does not need
to know why you are placing the order, what it is
REMEMBERED going to be used for or for whom it is intended. The
WHILE WRITING vendor only needs to know when you expect delivery
and how you intend to pay the bill.
ORDER LETTER • The scope of an order letter should provide only that
information relevant to accomplishing the objective
of making a purchase: what the item is, the terms of
the purchase and any specific shipping instructions. It
provides the reader with an exact description of what
is expected.
LETTER OF PLACING AN
ORDER

•Points to Remember
•Write the letter in a precise manner
•Make sure you keep the language of the letter formal
and easy so that the reader does not find it difficult to
read
• Ambiguity, clichés should be avoided.
• Abbreviations like inst., govt etc should be strictly
avoided
• Do not deviate mid way from the topic while writing
the letter
• Write the letter in a polite and apt manner.
FORMAT

• Sender’s Address ______________ ______________

• Date
• Receiver’s Address ______________ ______________
• Salutation
• Subject - Placing an order for ___________(Name of item)
• 1st Paragraph -This is with reference to your offer letter , Ref no___________ dated ________; as per the information
provided by you, I would like to place an order for _________
• 2nd Paragraph –Details of item, description ,price, no etc (list of items should be given in tabular form)
• 3rd Paragraph –Give detail of date and place of delivery with information on advance payment.
• Thank you
• Yours sincerely Full Name
 12/CA, Model Town
Kurukshetra-123456
Write a letter to the Sales
Manager, MMS Books, Ashok
Vihar, Delhi, placing order for The Manager
five titles of books that you MMS Books
need for educational purpose.
You are Sanjeev/Sanjana, Ashok Vihar
12/CA, Model Town, Delhi-123456
Kurukshetra.

12th December 2019

Subject – Placing Order for books.

Sir/Madam
Thank you for your prompt reply to our previous letter of inquiry dated 20 November 2019 with reference
number 56B/2019. A panel of our firm has studied your brochure and price list and feels satisfied to place an order
for the same. The following chart describes the products we intend to buy along with the author, quantity, etc.

Title                    Author      Quantity     Year

Modern Eco Dr. Singh             35      2015
Business 2019 Mathew               40       2016
Mental Disorder Dr. Shashank        55     2013
Ageing in 30s Ruchir D               66       2015

Kindly be reminded that each of the title carries 20% student discount and 5% winter sale discount. As per our earlier
communication, we have requested to send only books without binding. Also, make sure that every single book is
devoid of any kind of printing-binding-packing defect. The total amount of Rs 12000  will be paid at the time of
delivery. Enclosed herewith is a cheque No 654321 drawn on SBI bank for an amount of Rs 1200, as 10% advance as
per your company’s policy.                                                                                                                                                        
Thank you
Yours truly                                                                                                                                                                                  
Sanjana Singh
 Exercise

You are Nitish /Nikita, head boy girl of

Tagore Public School Jaipur. Write a
letter to New Star Sports Company,
Kalkaji, New Delhi asking them to send
more popular sports material for your
games and sports department