How to write an Order Letter? | Format, Guidelines, Samples

To assign orders for commodities or items, order letters are written. It is fairly common and is written virtually every day. For example, business owners who require equipment or other products in quantity must write an order letter or send an email to place bulk orders. This article on order letter format will teach you how to write order letters and provide sample letters for your use.

Order Letter

An order letter is a formal document that approves the purchase and sale of a product and provides product specifications. It may also comprise order characteristics, product specifications, quantity, colour, product, mode of payment, and shipment/delivery date(s), among other things. Purchase orders, or POs, are another term for order letters.

The letter is written in formal language. You must take special care to provide complete and accurate information, as missing information results in delayed deliveries.

Guidelines to write an Order Letter

The letter should be precise; no pep talk or informal conversation is required. Your objectives must be properly understood and articulated.
The language should be simple and formal.
Make no errors in the specs or numbers.
Inform the seller when you expect delivery and how you intend to pay the fee.
Jargon should be avoided.
Don’t be afraid to place your order, but remember to plan ahead of time.
If you have any questions, please do not hesitate to contact the receiver.
Instead of a simple A4 page, order letters are frequently written on the company’s letterhead.

Format for an Order Letter

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 Letter Samples

Sample 1 – Order Letter for School Library Books

Delhi Public School

Connaught Place

Delhi

25^th August 2021

Sales Manager

Penguin Publications

Delhi

Subject: Order for Library Books

Respected Sir/Madam,

I’d like to request the following books for our school library. According to our telephonic discussion, we are delighted to have you as our distributor. I’ve attached a list of books as well as the quantity needed.

Sr. No.	Title of the Book	Author	Copies Required
1	Alice in Wonderland	Lewis Carol	30
2	Pride and Prejudice	Jane Austen	30
3	Great Men of India	L.F.R Williams	40
4	Collins World Atlas	Collins Atlas	60
5	Harry Potter Collection	J.K Rowling	35
6	Treasure Island	Robert Louis Stevenson	25
7	The Call of the Wild	Jack London	30

The book pricing were reviewed throughout the meeting, and we received a feasible quotation. Please provide the books by next Monday. Also, please ensure that the books are in good shape and arrive in great condition.

I would like you to send the bill along with the books after applying for the school discount. Payment will be made as soon as the books are received and checked. Please contact us if you require any clarification.

Thanking you.

Yours Sincerely,

Suraj Jaiswal

DPS Librarian

Mobile: 9XXXXXXXXX

Signature

Explore More Sample Letters

Sample 2 – Order Letter for Gym Equipment’s

Gold’s Gym

Mumbai

10^th April 2022

The Sales Manager

BeFit Sports

Mumbai

Subject: Order Letter for the supply of gym equipment’s

Respected Sir/Madam,

Our gym would like to place a bulk order for gym equipments through this letter. The list of products is as follows:

Sr. No.	Name of the Equipment	Quantity
1	Barbell Bench	2
2	Treadmill	4
3	Dumbbells (2 kg – 30 kg)	2 each
4	Flat Bench	2

We request you to give at least a 10% discount on the purchase of these gym equipments. Please ensure that all products are in excellent shape and arrive to us in good condition before April 25th, 2022 if our terms and conditions are agreeable to you.

I am also attaching a cheque (cheque number: 572xxxxxxxxxx46) for Rs. 15,000 as an advanced payment for the order. We have the utmost trust in you and your services. Please feel free to call if any queries.

Thanking you.

Yours Sincerely,

Vishal Mane

Gym Owner

Mobile: 94XXXXXXXX

Signature

Sample 3 – Order Letter for Stationery Supplies

HCL Technologies

Hub Park

Bangalore

31^st October 2021

The Sales Manager

The Craft Shop

Bangalore

Subject: Requirement for Stationery Supplies

Dear Sir/Madam,

I’d want to order a few extra goods that I forgot about during my prior buy. You are the largest wholesale provider of products, with the most competitive rates and the fastest service. We’ve also been doing business with you for three years. The list is as follows:

Sr. No.	Name	Quantity
1	LED Monitors	20
2	Ink Cartridges	15
3	Pinboards	10
4	Personal Journals	30
5	Wireless Keyboards	20

I ask that you provide these materials as quickly as possible, preferably within four days, because I need them right away. I’ve attached a screenshot of the online advance payment I made for the aforementioned stationery products, including shipping charges. If the goods are damaged in transit, they will be returned at your expense.

Thanking you.

Yours Sincerely,

Signature

Nidhi Sharma

Contact: 98XXXXXXX

Email ID: xxxxx@gmail.com

Frequently Asked Questions

Q1. What exactly is an order letter?

Answer. An order letter is a formal document written to confirm the products on your shopping list. The goal of an order letter is to provide detailed instructions to the manufacturer or distributor. Purchase orders, or POs, are another term for order letters.

Q2. What is the purpose of an order letter?

Answer. The terms and conditions of the purchase should be included in the order letter. It is critical to give the essential products, as well as the product specs and quantities. If it is a response letter or an order confirmation, include the price details of the various products, the date of delivery, and the billing information.

Share with friends