GOVT.

GRADUATE COLLEGE
SAMANABAD, FAISALABAD
• Couse Title : Functional English
• Programme : BS
• Semester : 7th
• Instructor Name : Shepherd Masood Akhtar
 GOVT. GRADUATE COLLEGE
SAMANABAD, FAISALABAD

LECTURE
TOPIC: ORDER LETTERS
 ORDER LETTERS

❑ An order letter is a letter that contains a formal request for the supply

of specific quantity of goods or services.

❑ ELEMENTS OF ORDER LETTER

❑ Specification of Goods
❑ Quantity of the Goods Ordered ❑The Time Allowed for Deliver
❑ The Price of the Goods ❑The Mode of Carriage/Transport
❑ The Mode of Payment ❑Special Instructions
 ORDER LETTERS

❑ Specification of Goods

The order letter should contain complete and exact information of the goods
ordered. It should clearly state their kind, color, size, style, degree of fineness,
number etc. When ordering the goods, reference number of catalogue or letter
should be mentioned. If there is any identifying number for each item, it should also
be given. If all these pieces of information are there in the order letter, the seller will
be at ease to perform his duty.
 ORDER LETTERS

❑ Quantity of the Goods Ordered

❑The buyer must mention the exact quantity of goods which he wants to purchase. He should take
care that some goods are mentioned in terms of units, some in terms of weight and some in terms of
measure only.

❑ The Prince of the Goods

❑ The buyer must specify the price at which he is ready to purchase the goods ordered. The buyer
may state the maximum limit at which the purchase will be accepted or he may leave it to the
discretion of the seller with a request that the lowest price may be charged. However, if the buyer
mentions the price in his order, the seller should not exceed the limit without communication to
him.
 ORDER LETTERS

❑ The Time Allowed for Deliver

❑ Time of delivery is an essential matter. The order letter should state clearly the time limit within
which the delivery should be made. If the buyer does not mention the time limit, he cannot blame
the seller for any delay in the delivery of goods.

❑ T h e M o d e o f C a r r i a g e / Tr a n s p o r t
❑ When there is no standing arrangement between the buyer and the seller as to the mode of carriage,
the buyer should state whether the goods should be sent by parcel post, goods train, passenger train
or by steamer or by road etc. If complete directions are given and the seller departs from them, he is
responsible for any consequent loss or delay. If the instructions are followed, the buyer will be
responsible for any loss or delay.
 ORDER LETTERS

❑ Special Instructions
❑ Sometimes the buyer gives special instructions for packing, insurance, the payment of

customs duty etc. These should be mentioned at the end of the letter.
 ORDER MERCHANDIZE

❑ "Order Merchandise" refers to the process of placing a request or order for goods or
products that a business intends to purchase from a supplier or vendor. In the context of a
business letter, it typically involves specifying the type and quantity of items desired, any
relevant product codes or descriptions, and sometimes additional details such as preferred
delivery dates.

❑ In a business setting, companies regularly order merchandise to maintain inventory,

fulfill customer demand, or stock up on essential supplies for their operations. The
business letter for ordering merchandise is a formal communication that helps facilitate
the transaction between the buyer and the supplier.
 STATE A COMPLAINT

❑ A "State a Complaint" business letter is a formal letter written by a

customer or a business entity to express dissatisfaction or

disappointment regarding a product or service. This type of letter aims
to communicate the specific issues or problems faced and seeks a
resolution or remedy from the recipient.
 REQUEST PERMISSION FOR
SOMETHING
❑ A "Request Permission for Something" business letter is a formal

letter written to seek approval or consent for a particular action,

decision, or request. It's important to clearly articulate the nature of the
request, why it's necessary, and any relevant details that the recipient
needs to make an informed decision.
 Questions?
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