What Is An Order Letter

Army Institute of Business Administration
Business Communication
BUS 7101
Presentation Topic
on
Order Letter
Submitted to:
Dr. Md. Monirul Islam
Submitted by:
Sakib Mohammed Malik
MBA-10, ID: 201019003
10th January 2020

Table of Contents
1. What is an Order Letter? 1
2. Guideline for Order Letter 1–2

- Essentials of an Order Letter 1
- Tips for Writing an Order Letter 2
3. Order Letter Sample 3
4. References 4
What is an Order Letter?
The letter that is written by a potential buyer to the seller requesting him to deliver goods is known
as an order letter.
It is quite common and is written almost on a daily basis. The language of the letter, however,
needs to be formal and the letter follows a standard format, since the information is very specific.
We have to consider some points as well as follow some strategies to write a better order letter so
that the reader can easily understand what the letter actually tells him.
Guidelines for Order Letter

There are several factors that need to be considered for writing a successful order letter. These are
mentioned below:
➢ Essential of An Order Letter

Most business concerns use printed order blanks for placing orders. These order blanks provide
space for all essential details like identification of goods, directions for shipment, manner of
payment, etc. The following are the essential requirements of an exact order:
1. Identification of the Goods Ordered: The buyer placing the order must clearly identify
the goods that he orders by mentioning their specifications, the catalogue numbers, names
or trade names, their color, size, design or brand, etc.
2. Quantity of the Goods: Depending upon the nature of goods, the buyer must mention the
exact quantity. He should take care that some goods can be mentioned in terms of units,
some in terms of weight, and some in terms of measure only.
3. Time and Place of Delivery: The order letter must specify the time limit and the place for
delivering the goods. In case no time limit is given by the buyer, and if the goods reach
him later than he expected, the buyer shall have no legal right to blame the supplier for late
delivery of the goods nor shall he have any right to claim any compensation or adjustment.
4. Mode of Transport: Transportation of goods involves extra expense. It is, therefore, very
important that the person who places an order clearly states the desired mode of transport.
He should mention if he wants the goods to be sent by road, by rail, by parcel post, by air,
or by ship. Mentioning the mode of transport shall entitle the buyer to make his claim if
the supplier deviates from the suggested mode of transport.
5. Method of Payment: The buyer must also mention the method of payment. He must
clearly state if the goods are to be purchased on cash payment, COD, or on credit terms, or
if the price of the goods to be charged to the buyer’s account. In case of any advance
payment, the number and amount of the cheque or draft be specifically mentioned.
6. Special Instructions; if any: Necessary instructions about the size and mode of packing,
insurance coverage, custom pleasant duties, etc. if applicable, should be clearly mentioned
by the buyer to avoid any at a later stage.
Page | 1
➢ Tips for Writing an Order Letter
Below are some helpful tips for writing a better order letter:
• DO’s
✓ Specify all the details: We are customer and we have every right to know all the details
about our purchase. We should read thoroughly the description provided by the seller
first. Otherwise, our request will be irrational.
✓ Be polite: This recommendation applies to any kind of letter. But when it comes to
business letters, this tip is even more useful. Sellers become our business partners in
some way even if our business communication is limited with one deal.
✓ Ask about the delivery time: If we want to order a present for our friend’s birthday
or buy a dress for our sister’s wedding, the delivery date really matters.
✓ Be accurate: When we provide details on our order, it should be specific, clear, and
attentive. We need to mention all the aspects in the order to avoid misunderstanding. It
is to be remembered that our accuracy will have an impact on our satisfaction rate. If
we compose our order letter in a manner that is accurate and easy to read, the receiver
will be able to comprehend it without any difficulty.
✓ Use separate paragraphs: For each item, we have to use a separate section. This
structure will increase the readability of our letter. In addition, it will look like a list,
and the seller will have no difficulties with the understanding of our requirements.
• DONT’s
✓ No Hesitation: When we are sure about the goods we want to buy; we should not waste
our time. We never know what may happen, especially when it comes to delivery. We
have to express every aspect of our order. A company in which we are going to buy a
particular product from should be given enough time to execute our order.
✓ Don’t Use Jargon: The seller is our business partner, not our friend. Thus, we have to
use a formal writing style. If we know the seller personally, we can use a semi-formal
style, but first, make sure that we won’t sound too familiar.
✓ Don’t Go in a Roundabout Way: It is not a love letter or an ancient Greek poem. Go
straight to the point! You shouldn’t forget polite words, but there is no need to ask
about the seller’s life or write about yours. Conciseness should be your primary
criterion.
✓ Don’t Make Orders: When we don’t talk to the person personally, it is easy to forget
that we are writing to a real individual, not to a robot responsible for the delivery of
goods. The seller is not our servant, so we have to write our expression politely in letter.
✓ No Grammatical Mistakes: We have to make sure that we do not make any
grammatical and punctuation mistakes in the letter.
Page | 2
Sample of Order Letter
Computer World
304 Planet Araf
Zindabazar, Sylhet - 3100
January 1, 2020
Mr. X
Sales Officer
Ryan Computers
Kusholi Bhaban, 4th Floor
238/1 Begum Rokeya Sharani
Agargaon, Dhaka 1207
Subject: Order for Graphics Card
Dear Mr. X,
I would like to order graphics cards listed in the table below on our usual discount term:
SN. Description Quantity Reference
1 NVIDIA: The GeForce® GTX 1080 Ti 15 AB045
2 AMD Radeon RX 5500 XT, 8 GB 10 XT111
3 ASUS TUF Gaming FTX 1650 10 NT066
Please deliver these products through courier (SA Paribahan or Sundarban) as soon as possible. I
will send payments through your bank account as I received these items. We will be having our
product display on January 10 in a Computer Fair, so I expected to arrive the above items on
January 6.
I just hope that items will be good condition and no damage. Please do not hesitate to contact by
calling (017-XX-XXXXXX) or emailing ([email protected]) me for any clarifications
or discrepancy in the order details. We hope that we will have long business relationship in the
future.
Thank you very much for your time and cooperation.
Sincerely yours,
Mr. Y
Page | 3
References
1. http://www.freeonlinenotes.net/order-letter/ [Accessed on 05/01/2020]
2. https://www.sampleletterword.com/9-order-letter-samples.html [Accessed on 05/01/2020]
3. Google Image: Order Letter Sample [Accessed on 06/01/2020]
Page | 4

What Is An Order Letter

Uploaded by

Copyright:

Available Formats

What Is An Order Letter

Uploaded by

Document Information

Original Title

Copyright

Available Formats

Share this document

Share or Embed Document

Sharing Options

Did you find this document useful?

Is this content inappropriate?

Copyright:

Available Formats

What Is An Order Letter

Uploaded by

Copyright:

Available Formats

Army Institute of Business Administration

10th January 2020

1. What is an Order Letter? 1

2. Guideline for Order Letter 1–2

3. Order Letter Sample 3

Guidelines for Order Letter

➢ Essential of An Order Letter

Subject: Order for Graphics Card

You might also like