Letter of Placing An Order PDF

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IMPORTANT INSTRUCTIONS
FOR COMPARISON FORMAL LETTER INFORMAL LETTER
Meaning A formal letter is a letter, written in formal language, in the A letter written in a friendly manner, to someone you are
stipulated format, for official purpose. familiar with, is called informal letter.
Objective Professional Communication Personal Communication
Format Written in prescribed format only. Limited format.
Written in First person - Business letters, third person - others. First, second or third person.
Written to Business, college/institute, employer, organizations, etc. Friends, family, acquaintances etc.
Voice Passive Active
Sentences Long and precise Short and simple
Size Concise Large or concise
Contractions and Avoided Used

Abbreviations
❖ An order letter, also known as a purchase
ORDER LETTERS order or PO.

❖ The objective is to provide the vendor with
detailed instructions for fulfilling an order. It
also serves as a legal record of the
transaction and consequently, should be
written with care.
❖ Order letter is written by buyer for placing
order after receiving quotation of product
from the seller.
Information about the items being ordered:
An order letter must contain full particulars of goods

ordered. Such information may include the following:
• Product name
• Brand name
• Quantity
• Model number
• Color
• Size
• Weight
• Unit price
Desired receipt date;
Information Desired shipping location; and
relating to
shipping- Mode of shipping (rail, road, or waterways).
Information relating to payment. Mode of payment

(cash, cheque, draft).
NOTE- The above stated factors are usually included in

order letter. However, the buyer can include any other
instruction or element if he thinks necessary
Your intentions need to be clear and concise , attention
to detail is crucial.
• DETERMINING SCOPE OF LETTER –
• The scope should include only the information
POINTS TO BE needed to fulfill the order. The vendor does not need
to know why you are placing the order, what it is
REMEMBERED going to be used for or for whom it is intended. The
WHILE WRITING vendor only needs to know when you expect delivery
and how you intend to pay the bill.
ORDER LETTER • The scope of an order letter should provide only that
information relevant to accomplishing the objective
of making a purchase: what the item is, the terms of
the purchase and any specific shipping instructions. It
provides the reader with an exact description of what
is expected.
LETTER OF PLACING AN
ORDER
• Points to Remember
• Write the letter in a precise manner
• Make sure you keep the language of the letter
formal and easy so that the reader does not find it
difficult to read
• Ambiguity, clichés should be avoided.
• Abbreviations like inst., govt etc should be strictly
avoided
• Do not deviate mid way from the topic while
writing the letter
• Write the letter in a polite and apt manner.
FORMAT
• Sender’s Address ______________ ______________

• Date
• Receiver’s Address ______________ ______________
• Salutation
• Subject - Placing an order for ___________(Name of item)
• 1st Paragraph -This is with reference to your offer letter , Ref no___________ dated ________; as per the information
provided by you, I would like to place an order for _________
• 2nd Paragraph –Details of item, description ,price, no etc (list of items should be given in tabular form)
• 3rd Paragraph –Give detail of date and place of delivery with information on advance payment.
• Thank you
• Yours sincerely Full Name
12/CA, Model Town
Kurukshetra-123456
Write a letter to the Sales

Manager, MMS Books, Ashok 12th December 2019
Vihar, Delhi, placing order for
five titles of books that you The Manager
need for educational purpose.
MMS Books
You are Sanjeev/Sanjana,
12/CA, Model Town, Ashok Vihar
Kurukshetra. Delhi-123456
Sir/Madam
Subject – Placing Order for books.

Thank you for your prompt reply to our previous letter of inquiry dated 20 November 2019 with
reference number 56B/2019. A panel of our firm has studied your brochure and price list and feels satisfied
to place an order for the same. The following chart describes the products we intend to buy along with the
author, quantity, etc.
Title Author Quantity Year

Modern Eco Dr. Singh 35 2015
Business 2019 Mathew 40 2016
Mental Disorder Dr. Shashank 55 2013
Ageing in 30s Ruchir D 66 2015
Kindly be reminded that each of the title carries 20% student discount and 5% winter sale discount. As per our
earlier communication, we have requested to send only books without binding. Also, make sure that every
single book is devoid of any kind of printing-binding-packing defect. The total amount of Rs 12000 will be paid
at the time of delivery. Enclosed herewith is a cheque No 654321 drawn on SBI bank for an amount of Rs 1200,
as 10% advance as per your company’s policy.
Thank you
Yours truly
Sanjana Singh
Exercise
You are Nitish /Nikita, head boy girl of

Tagore Public School Jaipur. Write a
letter to New Star Sports Company,
Kalkaji, New Delhi asking them to send
popular sports material for your games
and sports department

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1.Please be online before 5 min of the scheduled class.

Join meeting only using a link shared by your

Objective Professional Communication Personal Communication

Format Written in prescribed format only. Limited format.

Voice Passive Active

Sentences Long and precise Short and simple

Size Concise Large or concise

Contractions and Avoided Used

ORDER LETTERS order or PO.

An order letter must contain full particulars of goods

Information Desired shipping location; and

Information relating to payment. Mode of payment

NOTE- The above stated factors are usually included in

• Sender’s Address ______________ ______________

Write a letter to the Sales

Subject – Placing Order for books.

Title Author Quantity Year

You are Nitish /Nikita, head boy girl of

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• Sender’s Address