ORDER LETTER

CHAPTER 1

DISCUSSION

A.      Definitions

Letters are very important for all types of communication and everybody must have the skill of writing it in their native language, communications through letters is not only more comfortable to understand but also more effective in results. Letters should always be very concise and to the point in it is content. This will save the time of the reader and they will be more likely to react to it. You must tripple check the spelling and grammar mistakes before finilizing it. You should also keep in mind proper format for the letter type. Do remember that these sample letter are provided here for the purpose of reference and guidance only and you can change it as per your wish and need. We do not encourage you to use these letters as it is. Instead you should get a feeling of letter from these samples and try to write by your own.

Order letter is business letter which is prepared to give the order of products and some other things from one company to another company. The required products and demanding services will be written in this order letter. The product quantity, quality, prices, delivery date and other necessary information about this order written in this letter. This every business company writes this letter according to the orderings need and reservations. Now we offer you to use our selected order letter template which is specially designed by our professional designer. This letter is prepared according to your requirement and all your required content include in this letter.

B.       Purpose of the letter

The purpose of an order letter is to specify the expense for the person placing the order. It also lists the income for the one getting it.

The order letter is used to order goods in accordance with the amounth which is required by company either by using official order form or not.

C.       Types of the letter

1.      Order Letter with Official order form. 

to make us able to contact the company because the official form is already in there and we just to stayed fill it.

 

2.      Order Letter without official order form.

Sometimes the company does not have any official form. So we can make order letter to make request.  But to make it we must follow the rules and according.

What part of that must be exist in the letter?

a)    Number

b)   Description

c)    Quantity

d)   Type of product

e)    Price list

f)    Count of product

g)   Date of shipment

h)   Terms of payment

Example :

October 10^th, 2012

Mrs. Rive Ramos

MGmR Marketing

Abbubu, Batang

Dear Mrs. Rive:

Enclosed is a money order for two hundred dollar ($200) in return for which please send me by parcel post:

1 piece bathing suit, navy blue and white, size 33, No. H61 – $60.00
1 pair of white canvas tennis shoes, crepe soles, size 4, C width – $40.00
1 Tilden tennis rocket, green and white trim, green strings, wt. 13 oz., handle 4 inches – $45.00

1 grey sweater, V-neck, size 28, No. B25 – $55.00

Please send these articles within five days.

Very truly yours,

Mr. Jhon Thor

D.       The common phrases used in the letter

1.      Opening Paragraph

a.       We have received your letter of  18^th September, 2014 and should be glad if you would accept our order for the following goods.

b.      We are obliged to your quotation of 18^th September, 2014 and should be glad if you would accept our order for the following goods.

c.       We thank you for your letter of 18^th September, 2014 and enclose our official order for the following goods.

d.      We have received your quotation of 18^th September, 2014 and please send me the following goods as soon as possible.

e.       We have received your letter are satisfactory, please arrange to deliver the following goods as quickly as possible.

2.      Main Body

We would like to ...

We enclose ..

We shall pay for the goods...

3.      Closing Paragraph

We would be grateful for your prompt delivery as the goods are urgently needed. We look forward to receiving your advice of delivery by return.

E.        Steps how to write the order letter

Before any company or individual place an order letter, they need to know exactly the product they are going to order, any details, and also very important, the cost of it, and the price of the delivery if the order it’s going to by send to us by mail or any other company dedicated to the delivery of package. The next thing we need to know it’s all the details of the purchase, like conditions or benefits we can get from the purchase, refunds or extra charges, anything that the seller can offer or ask. Now that we have the correct information, we can start to write the letter. First, like all formal letters we will put the date, address, and name of the recipient. When we star to write the letter we will start it with a formal manner, this is, using Dear Mr or Ms, follow by the name. We can use two or three paragraph to form the letter, if we pick three then we will use the first one to make a little introduction of ourselves, the second to explain all the details about the order, and finally the last one will by use to ask any question we may have or just clarify again our order. If we use two paragraphs like in the example, then we will skip the introduction and we will go straight to our business, we will talk about the order and we will confirm any detail and formally ask for the order. Although the example does not show a phone number, it’s good to add your number in the bottom of the letter, this why the buyer can contact you if necessary.

F.      Tips to make

Tips to make of the order letter are:

1.      An order letter should be addressed to the person responsible for executing the order.

2.      Include all the terms and conditions agreed upon by both involved parties.

3.      Since it is purely an official letter it should be typed out.

4.      There is no need to use too many adjectives in the letter since it is purely for an order being placed.

5.      The letter should have all rtelevant details related to the order, for example, quantity, price and other terms and conditions.

 

CHAPTER 2

SUMMARY

1.        Definitions

Order letter is business letter which is prepared to give the order of products and some other things from one company to another company.

2.        Purpose of the letter

The purpose of an order letter is to specify the expense for the person placing the order.

The order letter is used to order goods in accordance with the amounth which is required by company either by using official order form or not.

3.        Types of the order letter

a.    Order Letter with Official order form.

b.    Order Letter without official order form.

4.        Parts of the order letter

a.       Heading

b.      Reference

c.       Date

d.      Inside address

e.       Salutation

f.       Subject line

g.      Opening paragraph

h.      Main body

i.        Closing paragraph

j.        Complimentary close

k.      Signature

l.        Sender’s Name and designation

m.    Enclosure

REFERENCE

Tusyanah, and Wijang S. 2014. Handout English Correspondence. Economics Faculty Semarang State University.

http://www.howtomakealetter.com/how-to-write-an-order-letter/ Accessed at September 20^th, 2014

http://miawmiaw27.wordpress.com/ and  http://wingofeon.blogspot.com/2013/01/order-letter.html/ Accessed at September 20^th, 2014

http://www.letters.org/order-letter/order-letter.html/ Accessed at September 20^th, 2014