Placing orders has become part and parcel of every individual’s life in today’s world. Everyone who is tech-savvy, including children, have become a pro in purchasing whatever they need online. This is easy as all that is required is a smartphone, an internet connection and a facility for online banking. On the contrary, if you are a business owner or a sales executive, you will have to write letters or emails to place orders for bulk purchases. This article on order letter format will help you understand how to write order letters and give you sample letters for your reference.
Table of Contents
How to Write an Order Letter?
The main purpose of writing an order letter is to inform the buyer/seller about the details of the items bought/sold. It also serves as documentation for further reference and record keeping. An order letter format is similar to the format of a formal letter. It must contain the following details:
- The items/products you want to purchase.
- The quantity, colour and other specifications of the products.
- The mode of payment and shipment details in the order confirmation letter sent by the seller.
An order letter should be clear and precise. See to that you use a polite and professional note. Specify all the required details without missing out on anything in order to avoid any sort of confusion. Show that you trust the recipient and thank them for their service. Do not hesitate to get in touch with the recipient in case of any queries. The letter should be signed by the sender. Order letters are usually written on the letterhead of the company instead of a plain A4 sheet.
Check out different types of Letter Writing including Formal Letter, Informal Letter and sample letters.
Order Letter Format
Sender’s Address
_____________
_____________
_____________
Date
Receiver’s Address
____________
____________
____________
Subject: ________________________________
Dear Sir/Ma’am,
Body of the Letter
Paragraph 1 – Introduction and Purpose of Writing the Letter.
Paragraph 2 – List of items required with the quantity in bullet points or tabular columns.
Paragraph 3 – Concluding paragraph stating when you expect the delivery of items and thanking them for their service.
Complimentary closing – Yours sincerely, Sincerely, etc.
Signature of the sender
NAME in block letters
Order Letter Examples
Have a look at the following order letter samples to get an idea of how to write order letters.
Purchase Letter Format – Order for Books
Aditya Public School
23/108, G K N M Street,
Sivananda Colony
Coimbatore – 641026
3rd January, 2022
The Manager
56, Cheran Book House
Town Hall
Coimbatore – 641033
Subject: Order for CBSE textbooks
Dear Sir/Ma’am,
I am writing to you to place an order for CBSE textbooks. As per our discussions yesterday, we are glad to have you as our distributor.
The books and the required quantity are as follows:
| S. No. | Subject | Class | No. of Copies |
|---|---|---|---|
| 1. | Science | Class 6 – 10 | 500 |
| 2. | Social Science | Class 6 – 10 | 500 |
| 3. | Maths | Class 8 – 10 | 300 |
| 4. | English | Class 6 – 10 | 500 |
| 5. | Hindi | Class 6 – 8 | 350 |
| 6. | Sanskrit | Class 6 – 8 | 350 |
| 7. | English Supplementary Texts | Class 6 – 10 | 500 |
The prices for the books were discussed in the meeting, and we have received a quotation that is feasible. The manager has promised to deliver all the books within 7 working days. I would also like to order some books for the library once I receive these books.
Kindly find attached the cheque (cheque number: 356xxxxxxxxxxxx652) dated 03/01/2022 for Rs. 5,000 as an advance payment for the order. Please feel free to contact us in case of any clarifications.
Thanking you
Sincerely,
Signature of the sender
SOORAJ SANTHOSH
Contact number : 9999
Email id : name.name@email.com
Attached documents: Cheque
A copy of the quotation
Business Order Letter – Purchase of Stationery Supplies
12 B, HSR Layout
Koramangala Phase II
Bangalore – 560003
December 18, 2021
The Sales Manager
Craft Cottage
Saibaba Colony
Coimbatore – 641021
Subject: Requirement for stationery supplies
Dear Sir/Ma’am,
I have received the items you sent on 10th December, 2021. I appreciate the prompt and hassle-free delivery. All the items are in good condition. I would like to order a few more items that I had missed mentioning during my previous purchase.
Kindly find the list of required supplies below.
- Winsor & Newton Galeria Acrylic Paint 60 ml (5 each)
- Silver Argent
- Vandyke Brown
- Camel Artists’ Acrylic Colour 40 ml (3 each)
- Black
- Antique Gold
- Antique Bronze
- Titanium White
- Crimson Red
- Portrait Pink
- DMC Little hearts 100 gm
- Gold Glitter Foam Sheets (10)
- Yellow Foam Flowers (40)
- B-7000 Multi-purpose adhesive (1)
- Artline Calligraphy Water Resistant Pen (Black) (1 each)
- 1.0
- 2.0
- 3.0
- 4.0
I request you to send these items as soon as possible, if possible tomorrow, as I require them immediately. I am attaching the screenshot of the payment I made online for the above-mentioned stationery supplies, including the shipping charges. Please feel free to contact me if you have any queries.
Thank you for your continued cooperation and support.
Sincerely,
Signature of the sender
ANCY LIJO
Sample Order Letter – Response to the Order Letter from the Buyer
The Sales Manager
Craft Cottage
Saibaba Colony
Coimbatore – 641021
19/12/2021
Ancy Lijo
12 B, HSR Layout
Koramangala Phase II
Bangalore – 560003
Subject: Confirmation of order no. 1492
Dear Ma’am,
We thank you for your purchase of Order No. 1492, dated December 18, 2021, for different stationery supplies. We have received your payment. The order is being packed and will be dispatched on the 19th of December, 2021, as per your request. We have carefully packed every item separately and hope that it will reach you latest by the 22nd of December, 2021.
The bill and shipping details of your order have been attached to this letter. We thank you for trusting us and look forward to serving you in the future.
Yours sincerely,
Signature of the Sales Manager
SUDHI RANJITH
Sales Manager
Craft Cottage
Contact information
Phone: 12345
Email: name.1245@email.com
Frequently Asked Questions on
What is an order letter?
An order letter is a formal letter written to confirm the list of items you would like to purchase. The purpose of an order letter is to provide the manufacturer or distributor with instructions in detail.
What is the format of an order letter?
An order letter must contain the following information:
- Sender’s Address
- Date
- Receiver’s Address
- Subject
- Salutation
- Body of the Letter – consisting of the list of items you want to buy or what you have sold
- Complimentary closing
- Signature
- Name in block letters
- Designation (if any)
What are the contents of an order letter?
An order letter should contain the terms and conditions of the purchase. It is important to provide the products required, all the specifications of the product and the quantity. If it is a response letter or a confirmation of the order, the price details of the various products, the date of delivery and the billing information, to be included.
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