PLACING ORDER

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POLITEKNIK NEGERI SRIWIJAYA

PALEMBANG
2018
 ORDER LETTER / PLACING ORDER

Order letter / Placing Order is a document or letter that confirms the

details of a purchase of goods or services from one party to another. Example
when we will buy some product in a company, we must send order letter for
request that product and when the recipient in that company receives this letter,
they will process the order and send the product.

An Order Letter is the one that is written by the person/company

placing the request of purchase from another company. This letter comes into
action only when a detailed study of the desired product has been done in the
market and based on promised service, quality and price of the product, a
decision for a purchase has been made.

An Order Letter should be drafted very carefully as it needs to pen

down all the terms and conditions of the purchase for the benefit of both
involved parties.

Order Letter Writing Tips:

 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.
 If you are writing the letter to place order make sure you do not make
any mistakes.
 Avoid making spelling and grammer errors.
 Do not deviate mid way from the topic while writing the letter.
 Write the letter in a polite and apt manner.
Things to be aware when writing an order letter :
 An Order Letter should be addressed to the person responsible for
executing the order.
 Include all the terms and conditions agreed upon by both involved
parties.
 Since it is purely an official letter it should be typed out.
 There is no need to use too many adjectives in the letter since it is
purely for an order being placed.
 The letter should have all relevant details related to the order, for
example, quantity, price and other terms and conditions.

HOW TO WRITE ORDER LETTER

A. Opening Paragraph
- We have received your letter of ....... (date) and should be glad if
you would accept our order for the following goods.
- We are obliged to your quotation/letter of ...... (date) and should be
glad if you would accept our order for the following goods.
- We thank you for your letter of ..... (date) and enclose our official
order for the following goods.
- We have received your quotation of ….. (date) and please send me
the following goods as soon as possible.
- We have received your letter are satisfactory, please arrange to
deliver the following goods as quickly as possible.
 B. Describing Method of Payment
- We shall pay for the goods by bankers transfer on receipt of your
proforma invoice. Pro-forma invoice is invoice that give detail of
goods being tend and it sent to the customer in advance of the
goods themselves.
- We shall open a letter of credit as soon as we receive your pro-
forma invoice.
- We shall pay for the goods by banker’s transfer within 20 days
from the date of delivery.

C. Closing Paragraph
- We would be grateful for your prompt delivery as the goods are
urgently needed.
- We look forward to receiving your advice of delivery by return.
- Please kindly acknowledge this order and confirm that you will be
able to deliver the goods by the end of this ye…

Order Letter Template

There are 2 ways to make order letter :
1. Order without using an official order form

Order without using an official order form can be done by simply writing a
letter with all the details of the order by directly inserting into the letter.
Therefore, this letter serves as an order letter, so the content should be clear,
concise and direct to the destination.

2. Orders by using an official order form

While in large companies, in general, commonly using official order form.
Every time you want to make an order, you can fill in the available fields.
Example :
1. Order Letter with Official order form.

to make us able to contact the company because the official form is already in
there and we just to stayed fill it.

2. Order Letter without official order form.

Sometimes the company doesn’t have any official form. So we can

make order letter to make request.  But, to make it we must follow according
to the rules.
Order Letter without official order form.

Part That Must Be Exist In The Letter

An order letter must contain full particulars of goods ordered. Such

information include the followings:

1) Number
2) Decription
3) Quantity
4) Type of product
5) Price list
6) Count of product
7) Date of shipment
8) Terms of payment
The purpose of making an order letter

To order goods according to required amount of the company either by

using an official order form or without an official order form.

EXAMPLE :

October 10, 2012

ORDER CONFIRMATION LETTER SAMPLE: