Order Letter

An order letter is usually written when a company purchases or

buys or orders goods or services from another party. An order
letter can also be written by an individual who would like to buy
or purchase goods or services. Here is an order letter you
might need when you order goods, materials and services. Do
not forget to clearly state the exact name of the merchandise, the
price, and the amount of payment being sent.

Placing Orders
An order letter is a contract
of selling and purchasing or services. Orders are considered one of the
simplest types of
direct request. While placing an order, you need not excite your reader's intere
st; just state
your needs clearly and directly.
Many companies use special forms for ordering merchandise or service. They
may use their own, called
a purchase order, or one provided by
the seller, called an order form. These forms have blank spaces to ensure
the inclusion
of all necessary information. Their advantage is that they enable a company to
number and so
carefully file all expenditures.
Nevertheless, there will be times when an order must be put into letter format.
At such times, you must
be sure to
include COMPLETE, ACCURATE INFORMATION because incomplete orders
result in
delayed deliveries, and inaccurate facts result in receipt of
the wrong merchandise.
Here are some suggestions for writing effective order letters.
1. Give the Information in a Clear Format
To make your letter easy to read, do one of the following:
·
Write a separate, single-
spaced paragraph for each item, with double spacing between paragraphs.
·
Arrange your order in a tabular form similar to an order blank.
When several sets of numbers, items, and prices are given,
tabular form is clearer than writing the
information in sentences.
2. Write Orders, not Just Hints
Legally, an order letter is the "offer" portion of
a contract. The "acceptance" portion of the contract is
completed when
the seller sends the merchandise. Use specific and direct openings such as "p
lease send
me" Or "Please ship..." rather than vague phrases such as "I'm interested in
...." Or "I'd like to...."
3. Give a Complete Description of Each Item
Include the following information in your order letter:
i.
Quantity ordered.
ii.
Catalog (or model or stock) number
iii.
Name of product
iv.
Description of product, including as much of the following as is
appropriate (1) colour (2)
size (3) material, (4) grade or quality, (5) pattern, (6) finish, and (7) any other d
etails
available.
v.
Unit price
vi.
Total price for desired quantity
vii.
Any other information that you have, including where you saw the product adv
ertised.
4. Tell How You Will Pay for the Order
Give the mod of payment to be used (personal cheque, COD, money order, or
credit card). Be sure to
add any shipping charges and sales tax that may be part of
the total cost. If you want the item charged to a
credit card, give the credit card number and the expiry date. Also, if
the printed name on the credit card
differs from the signature and typed name on the letter, be sure to give
the exact name of the cardholder.
5. Tell Where, When, & How you Want the Merchandise Shipped
Give the shipping address, or say that you want the merchandise sent to
the address above (your return
address) or below (if your address is typed below your typed signature).
If you need the order by a certain date, be sure to
include that date in your order letter. And if you have
a preference, include the method
of shipment. Otherwise, the seller will choose the shipping method and
will send the merchandise when it is
convenient. For example, you may need the merchandise in a hurry and
be willing to pay the extra cost of air express.
Merchandise is shipped FOB destination or FOB shipping point. The initials F
OB stand for "free on board."
If merchandise is shipped FOB shipping point, the
buyer pays shipping charges over and above the cost of
the merchandise. If merchandise is shipped FOB destination,
the seller pays the shipping charges and they
are included in the price of the merchandise.

Useful Key Phrases

 Would you please send ...

 According to your website / magazine / leaflet, ...
 COD (cash on delivery)
 NOTE: The initials at the bottom of the letter
indicate who the letter is from followed by who
typed the letter - for example: from Ken Beare
typed by Ron Easton = KB/re
Example Letters

May 23, 1999

Mr. Jack Brown,
Director
Used Books Online
Seattle, WA 98795
Dear Mr. Brown:
Would you please send me the following used books
via COD? According to your Web site, orders need to
include the title, author, and publisher.
Title: "Driving Home"
Author: Peter Lawford
Publisher: Jackson and Co.
Title: "Landscaping for Fun"
Author: Janet Patterson
Publisher: Nature Ltd.
Title: "Christmas Myth"
Author: Margaret Smith
Publisher: Smoothers
Thank you very much,
(signature here)
Fred Finkleham,
Professor, OUS
FR/to
For more detailed help with standard business writing
skills, I highly recommend these business English
books.