Letter Writing

How to Place an Order

Introduction:
 It is a letter used to place orders or assign orders.
 It is a formal letter thus, the language must be clear and precise.
 Use formal language.
 The content must be straight and up to mark.
 This is not the first time communication with the firm.
 Don’t ask about the price, discounts as it would become an enquiry letter.
 You already have the quotations/details/you are aware of the same.
 You know the terms and conditions.

FORMAT
Sender’s Address
Date
Receiver’s Address
Subject: Placing order for ……..
Salutation,
Content
……………………………………….paragraph 1……………………………………………………..
……………………………………….paragraph 2……………………………………………………..
……………………………………….paragraph 3……………………………………………………..
……………………………………….paragraph 4……………………………………………………..
Complementary closing/Signoff
Name
Signature

How to prepare content?

 Paragraph 1
 Thank them for sending the quotation.
 Mention that the terms and conditions are accepted.
 Then place the order.
Paragraph 2
 We would like to place the order for the following items:

S.No. Item code Name of items Quantity Price per Total

item
1. B1/100 First Flight-X 10 100 1000

Paragaph 3
 We are enclosing Rs. …….. as part payment. The balance would be
paid by us at the time of delivery of goods. Please let us know the
balance to be paid, after adjusting the discount and adding the
transportation charges.
 We understand that transportation cost will be borne by us.
Paragraph 4
 We hope to receive the order at earliest or by ….(date)…. .
 We expect that the goods will match the quality as specified by us
and as per the sample sent by you.
 We expect that the goods would be defect free as your firm enjoys a
good reputation.

Sample letter
Q: Suppose you are Jessica, the librarian of the Ryan International School, Delhi.
You need to order books for the library. Write a letter to place an order to Brand
Publishers, Shanti Vihar, Gurgaonregarding the same.

Ryan International School

Delhi
22 April 2020

The Manager
Brand Publications
Gurgaon

Subject: Placing order for books

Respected sir,

Thank you for sending the quotations to us as we asked for. The terms and
conditions suit us and we would like to place the order for the same. We are
upgrading our library and would require new edition books of genre fiction and
literature as soon as possible.

The details of the books are given below.

S.No. Item code Name of items Quantity Price per Total
item
1. B1/05 BBC Compacta-X 10 300 3000

2. B2/13 BBC Compacta-lX 10 300 3000

Nelson Mandela’s A
3. N/04 Long Walk to 2 900 1800
Freedom

4. S/01 Shakespeare’sHamlet 2 700 1400

5. G/50 Gandhi’s The Story of 2 1000 2000

 My Experiments
With Truths

As our order crosses 10,000 Rs., We know that we would get a discount of 10% on
the total value as per your quotation.
We are enclosing Rs. 5000/- as part payment. The balance would be paid by us
at the time of delivery of goods. Please let us know the balance to be paid, after
adjusting the discount and adding the transportation charges. We understand
that transportation cost will be borne by us.
We hope to receive the order at earliest or by 1 May 2020 .We expect that the
books will match the quality as specified by us and as per the sample sent by you.
We expect that the books would be defect free as your firm enjoys a good
reputation.
Yours sincerely
Jessica
Librarian