CLASS –X ENGLISH LETTER FOR PLACING AN ORDER

General Instructions:
1. The sample letter and given notes to be rewritten in a legible handwriting.

LETTERS FOR PLACING AN ORDER

These are business letters which include placing an order for products/services from
another company or organisation, cancelling or modifying orders already placed on
your organisation. While placing an order, the writer has to be very careful about
giving accurate information. Any inaccuracies may lead in delayed/ wrong deliveries
with serious financial implications. Such letters should give:
1. Specification (with quantities) of the product/service to be supplied.
2. Reference number of the quotation/price list against which the order has been
placed.
3. Payment terms/credit terms/ bank details (as applicable).
4. Required date of delivery.
5. Mode of transport of goods.
6. All taxes/delivery charges.
7. Any other terms and conditions.

FORMAT OF LETTER FOR PLACING ORDER

Writer’s Address
AZ-1256, Mayur Vihar Phase I
Delhi-94

Date- May 25th, 2022/ 25 May, 2022

Designation and Address of the receiver

The Marketing Manager
Samsung India Pvt. Ltd.
C-1262, Sai Nagar East,
Delhi-110022

Salutation

Subject- This should be short and specific to make all the content clear.

Dear Sir / Dear Madam

Main Body- This part should be divided into three paragraphs.

Para 1- With due regards it is to be stated that I am really impressed with

your and wish to purchase

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 Para 2- The middle paragraph must contain all the details of the product or services
that you are going to order.

Para 3- While the last paragraph must express what one would want the other person
to do in the response of this letter. This is the concluding part of any letter. It also
expresses thanks in beautiful words

Subscription
Yours sincerely
Name

SAMPLE LETTER-I

You are the sports secretary of Sachdeva Global School, Sector-18, Dwarka New
Delhi. As the sports day of your school is approaching next month, you are
required to place an order for various sports items to Shiv Naresh Pvt Ltd, B-41,
Gol Market, Janak Puri, New Delhi.

Sachdeva Global School

Sector-18, Dwarka
New Delhi

30th June 2022

The Sales Manager

Shiv Naresh Pvt Ltd
B-41, Gol Market
Janak Puri, New Delhi

Sir

Subject- Purchase Order for Sports Articles

This is in with reference to your letter (Ref No – ABC/2020/SD/203) dated 25th April
2022. In that letter, a quotation from your firm was received by us. We are pleased to
inform you that your prices have been approved by the management. So, we wish to
place the order of the following sports items.

SNO NAME OF ITEM BRAND QUANTITY

1 BASKETBALL NIVIA 20
2 CRICKET BAT SG 15
3 CRICKET BALL SG 15
4 FOOTBALL NIKE 10
5 BADMINTON YONEX 10
RACKETS
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Please note that this equipment is required urgently latest by 10th July 2021 between 8
am and 2:30 pm as our school will be celebrating the 21st Annual Sports Day the
following week. In case of any fluctuation in delivery, we reserve the right to cancel the
whole consignment/order. With this letter, we are enclosing a demand draft of Rs
10000/- as an advance payment. The rest of the amount shall be paid on receiving the
order after deduction of 10% discount offered by you in the quotation letter. If defects
are found in the goods, the whole consignment will be returned without any payment.

Hoping for good business relations.

Yours sincerely
Rahul/Riya
Head Sports Department

ENCLOSURE- 1) Demand Draft of Rs 10000/-

The same format can be used for writing following order placing letters.
1) Letter for placing an order for books
2) Letter for placing an order stationery products
3) Letter for placing an order for furniture items
4) Letter for placing an order for electronic items

SAMPLE LETTER-II

You are Ram/ Rajani, Librarian, DPS School, NEW DELHI. Write a letter to
Bhavan Booksellers, 9 Bhund Marg, Nai Sarak, Delhi, placing an order for the
books you require for your school library. Insist on prompt delivery and good
packaging.
The Librarian
DPS School
New Delhi

30 June 2022

The Manager
Bhavan Booksellers
9 Bhund Marg
Nai Sarak, Delhi

Sir
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Subject : Supply of books for the school library

We are pleased to inform you that our management has decided to place an order with
you. We would like to place a bulk order to you for the supply of books to our school
library. We would like to have at least a 20% discount on the purchase of the books
apart from the additional 5% discount granted to institutional buyers.
The following is the list of books with their particulars attached.

List of Books

S. NoName of the books Authors/Publisher’s Name No of copies

1 History of India L Prasad 20
2 Modern Trigonometry Bansilal 30
3 Modern Algebra S K Sen 25
4 The New Atlas of the Frank Bros 30
World
5 Wonder that was India Bhasham 15
6 India Wins Freedom M A Q Azad 10

We understand that the shipping of the above books will be free, as mentioned on your
website. We want the above books to reach us in proper shape and order not later
than 25th July 2021, if our terms and conditions are acceptable to you.

Yours sincerely
Signature
Ram / Rajani
Librarian

ASSIGNMENT

1. You are Neeraj/ Neeraja, Music teacher, Vasant Public School, Delhi. Your
school has just started a music department. Write a letter to the Manager of
Melody House, New Delhi, wholesale suppliers of musical instruments, placing
an order for musical instruments for your school.
2. You are Nalin/ Vishali, Hostel Warden, Zenith Public School, New Delhi. Write a
letter to the Sales Manager, Bharat Electronics and Domestic Appliances
Limited, New Delhi, placing an order for a few fans, microwave ovens, geysers,
and tube lights that you wish to purchase for the hostel.

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