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PAPERS
English Corespondence
Quotation letter and Ordering letter
Courses: English Edecation Program
Supporting Lecturer: Ika Lusi Kristanti, M.Pd

Arranged by:
1. Wisanti Nabilahtul Rosyidah (207709)
2. Reza Agnes Mariyam Agustin (207711)
3. BachtiarChamsyah (207730)
4. Ari Ilsanti (207732)
5. Anggun Isnaini Havianti (207736)

STKIP PGRI JOMBANG

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PREFACE
Gratitude belongs only to Almighty God, who has given his affection to the author for taking
the to complete the paper English Presentation titled “Quotation Letter and Ordering Letter”.
The authors also thank those who have assisted in the complation of this paper. The authors
are awere that this paper is still far from prfect. Therefore, the authors expect critism and
suggestions either in writing or orally, and thank you to the English teacher. Ika Lusi
Kristanti M,Pd gives us chance to make this presentation, so that writers can develop science,
especially science English.
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TABLE OF CONTENTS
PREFACE..........................................................................................2
TABLE OF CONTENTS....................................................................3
Formulation Of The Problem..........................................................4
CHAPTER I
1.1 Introduction...............................................................................5
1.2 Background of the paper..........................................................5
CHAPTER II
2.1 Definition Quotation..................................................................6
2.2 Element of Quotation................................................................6
2.3 Types of Quotation deals..........................................................6
2.4 The purpose of the payment method agreement...................6
2.5 Types of Quotation....................................................................6
2.6 Quotation Arrangement.............................................................7
2.7 Example of a Quotation.............................................................7
CHAPTER III
3.1 Definition ordering......................................................................9
3.2 Tips for Writing an Ordering Letter............................................9
3.3 Does and Don’t of Ordering Letter.............................................9
3.4 Sample Order Letter...................................................................10
3.5 Subject........................................................................................10
3.6 Example .....................................................................................11
CHAPTER IV
4.1 Conclution...................................................................................12

CHAPTER I
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INTRODUCTION
1.1 Background of the paper
Our reason making this paper is knowing the definition of Quotation letter and Ordering
letter. The purpose of making Quotation Letter is describing a product which you sell to a
consument. Besides being used for discovering a detail of product, quotation is used for a
comparing to other products. So, the client will be able to choose the best product.
1.2 Problem formulation
a) What is the definition of quotation letter and the function of it?
b) What is the definition of ordering letter and the function of it?
1.3 Purpose of the paper

a) Knowing the definition of quotation and the function of it?

c) Knowing the definition of ordering letter and the function of it?
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CHAPTER II
Quotation letter definition
2.1 Definition

A quotation is a specific offer for sale. It is sent in response to an inquiry from a

particular person or business house. Thus it is a reply message to an inquiry from a potential
buyer. A quotation includes details about the prices of specific goods selected, terms of
payment, and conditions of delivery while writing such a letter, the seller should clearly state
everything as inquired by the buyer. The letter must be written to the point with conciseness
and complete tone. A seller must have the intention to create goodwill through such a letter
which will establish a business relationship.
2.2 Elements Of Quotation Letter

1. Product name (code) and product description.

2. Number of products sold
3. The price of the product
4. How to make a payment
2.3 Types of Quotation deals
Apart from containing the price agreement, the quotation also contains the payment
agreement between the two parties. Examples of payment agreements are as follows:
1. Cash on Delivery (COD)
This payment system is carried out in cash, right when the ordered goods arrive at
their destination. Payment can be made in cash or by check, which is then deposited with the
party delivering the goods or related parties as previously agreed. This method benefits both
parties. Sellers and buyers will feel safe in transactions. Buyers do not need to be afraid that
the goods are not delivered or are late in delivery, while sellers do not need to be afraid not to
be paid when the goods have been sent to the buyer's address.

2. Cash before deliver

The cash before delivery payment system is a payment made before the goods are
sent to the customer. This type of payment is also pretty much executed, after Cash on
Delivery. You can find this method easily, for example buying and selling in an online shop.
The advantage of cash before delivery will benefit the seller, because it reduces the risk of
fraud and late payment, which can have an impact on the company's operational activities
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3. Term of payment

The term of payment method is a method of payment using a term or maturity date.
Usually it will be written TOP 30, TOP 45, and so on. The meaning of TOP 30 is that the
buyer is expected to pay no later than 30 days after the invoice date. If it does not meet the
requirements, there will be sanctions from the seller to the buyer. It can be in the form of
interest penalties or even on the blacklist from the customer list. The advantage of this
method for sellers is that it can increase the number of customers, considering that payments
can be delayed. The drawback is that if the buyer is late or doesn't pay, it will certainly hurt
the seller. Meanwhile, the advantage of this method for buyers is that they have time to spin
money, or sell the item first. So that the money that will be paid to the seller is the result of
the sale of goods, not by eroding capital.
2.4 The purpose of the payment method agreement is as follows:
• To be able to regulate money going in and out of the company, both from the seller and the
buyer. This helps finance to stay within a predetermined budget, as well as control the money
coming in and out.
• Protects buyers from price increases. If one day the seller decides to raise the price in the
middle of ordering goods, the buyer will still be charged the old price until payment is made.
• Provide clarity to the buyer about when the goods must be paid at the latest. This avoids
conflicts between buyers and sellers in the future.

2.5 Types of Quotation offers:

Vendor’s Quotation
A vendor's quotation is an offer letter or a list of agreements prepared by a
manufacturing company (a company that produces products, from raw, semi-finished goods
to finished goods that are ready for sale) to vendors. So when a manufacturing company
wants to enter into an agreement with a vendor, the company will issue this type of vendor's
quotation to offer to the vendor.
Customer Quotation
Customer's quotation is an offer letter or deal list compiled from a company for a
customer. So when the company will make a sales offer to customers, the company will
publish a customer's quotation.
Quotation Composition
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Even though it acts as an offer document, in a business case, a quotation letter is a

document that has its own format. In the preparation of the offer, several things must be
considered. Apart from being a formality, another goal is to show professionalism, making it
easier for companies to establish further cooperation. According to the section, the offer letter
is divided into 3 parts, namely:
2.6 Quotation Arrangement
The opening part
This initial section should be filled with information about the company, such as a
company profile in a short form. You can promote the company at the same time in this
opening section. Its purpose is to mark self-introduction to the second party, as well as to
attract readers to read further offers.
The company profile should also be accompanied by mandatory documents, such as:
• SIUP (Permit for Trade)
• TDR (Partner List Certificate)
• NPWP (Taxpayer Identification Number)
• Other certificates that support the legality of the company and the owner.
The body of the letter
In this section, the details on the quotation begin to be described one by one. Starting
from the type of goods and the price of goods being offered, the minimum number of orders,
and the payment methods to be used. You can add other information at the bottom to attract
more potential customers.

The closing section

The last section should contain writing that expresses your very high hopes for
collaborating with these prospective customers. Don't forget to thank you for taking the time
to read your quotation letter.
In addition to attracting the interest of potential customers, also include an attached
documentation of jobs that you have done before, especially those that are similar to the offer
you are offering. This attachment is proof that your company has experience in this field

2.7 example of a quotation template

PT. AKM BCK
Lantai 2, gedung Graha, Jakarta Selatan
Jakarta, August 28, 2019
To:
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PT. PELANGGAN
Ref: Replay to the quotation letter dated August 26, 2019
Dear Sir,
We are very glad and really appreciate your interest about our products. And from this letter we want
to give you the detail about our products.
NO CODE MODEL PRICE/PIECES WARRANTY
1 001 Singgle 300,000, 1 year
2 002 Double 600,000, 1 year
May we point out to you about our term and conditions. Your transaction will be our processed if you
did 50% fund transfer from our total invoice. And 50% remains after we are finish our job.
We hope this the quotation the most favorable prices and terms. If you need other informations about
our product detail, you should feel free to contact our team.

Yours faithfully,

(---------------)

CHAPTER III
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Ordering letter definition

3.1 Definition

An “Order” is an expense for the person placing the order and an income for the one
getting it. But this is not all. The company that bags the order has to fulfill lot of
commitments to ensure that it has a satisfied customer, which can be an individual or another
company. Timely delivery of the order, quality of delivery and after sale service – are all part
and parcel of getting an order.
An order letter is written to place an order for the required goods or services. An order
letter is written after a customer has requested a quote and the quote given fits their planned
budget to order products or services. 
An order letter is written by an individual or company requesting for delivery of
goods or services that interest their line of business. This letter is written to the individual or
company supplying the services or products.An order letter is important to initiate a business
transaction. This letter demonstrates interest in the merchandise and the need to start a
business deal. This letter also shows that a customer is satisfied with the details provided in
the quote like prices, specifications and other details. An order letter is also used to set a
timeline when the products or services should be delivered. It also provides other relevant
information on quantity, the things ordered, and the mode of payment.

3.2 Tips for Writing an Order Letter

 Use simple language that is easy to read and understand

 Use professional and formal language
 Write the letter in a polite manner
 Provide details of the order precisely
 Be keen on the specifications to ensure that no mistake is made
 Keep it brief and simple
 Provide contact information

3.3 Do and Don’t of Ordering Letter

·       An Order Letter should be addressed to the person responsible for executing the order
·       It should 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.

3.4 Sample Order Letter

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1. Name of the person to whom order is being placed

2. Name and address of the organization
3. Name of the person placing the order
4. Name and address of the organization
5. Date

3.5 Subject: Order for 100 copies of Mastering Mathematics

Dear Sir or Madam,
As per our discussions on __________ (date of meeting) we are pleased to place an order for
100 copies of Mastering Mathematics book by _________ (writer) for Class VII for the ICSE
Board on the following terms and conditions:
1.   The cost of each book will be Rs.________ (inclusive of all taxes)
2.   Payment terms will be a post-dated cheque for 50% advance with order. This cheque will be
cleared on the day of the deliver. The balance payment of 50% 7 days after delivery and after
random inspection
3.   Delivery will be done within 7 days from the order date
4.   Delivery will be done at ________________ (address of organization)
5.   If the order is not delivered as per the above terms and conditions, the order stands cancelled
Please find enclosed chequenumber ________ dated ________ for Rs.________ towards
advance for the order.
Hoping to have a long business relationship with you.
Best regards,
(Name of signing authority)

3.6 Example

Order Letter Sample

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Color World
15; New Market, Dhaka-1200

1st September 2012

Manager,
Sales Division
National Paints Co. Ltd.
20, Tongi,Gajipur.

Sub: Order for various paints.

Dear Sir,

Thank you for your quotation and the price list. We are glad to place our first order with you for the
following items:

SL. No: Description Quantity Weight Unit price Amount (Tk.)

1 Enamels paint 25 Tins 100 1bs 1000 25.000

2 Synthetic paint 20 Tins 2001bs 2000 40.000

3 White paint 10 Tins l0 lbs 500 5.000 70,000

Since the above goods are required immediately as our stock is about to exhaust very soon. We
request you to send the goods through your “Motor” van as the carriage inward is supposed to be
borne by you.

We shall arrange payment within ten (10) days to comply with 5/10, Net 30 terms. Please send all
commercial and financial documents along, with goods. We reserve the right to reject the goods if
received late.

Yours faithfully,

Mohammed Tareq
Purchase Manager,
Color world

CHAPTER IV
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4.1 CONCLUTION
Quotation is a letter made by a business owner after a request from a potential
customer. Quotation is very important, apart from being used to introduce a product,
quotation is usually also used to compare one product with another, which is done before
choosing a vendor. Quotations are used so that in the future there are no misunderstandings
between the two parties.
Ordering without using an official order form can be made by simply writing a letter
with all the details of the order by entering into the letter. As such, this letter serves as an
order letter, so the content must be clear, concise and to the point. An order letter is used to
order goods in accordance with the quantity required by the company whether using an
official order form or not.

BIBLIOGRAPHY
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https://promise.co.id/quotation-adalah-pengertian-contoh-template-gratis/
https://divedigital.id/contoh-quotation/
https://www.kampunginggris.id/format-quotation-letter-yang-perlu-diketahui-oleh-pebisnis
https://www.letters.org/order-letter/order-letter.html
https://dinadwisantiaa.blogspot.com/2016/11/order-letter-and-complaint-letter-in.html