An “Order”
is an expense for the person placing the order and an income for the one
getting it. But this is not all. The company that bags the order has to fulfill
lot of commitments to ensure that it has a satisfied customer, which can be an
individual or another company. Timely delivery of the order, quality of
delivery and after sale service – are all part and parcel of getting an order.
An Order
Letter is the one that is written by the person/company placing the request of
purchase from another company. This letter comes into action only when a
detailed study of the desired product has been done in the market and based on
promised service, quality and price of the product, a decision for a purchase
has been made.
An Order
Letter should be drafted very carefully as it needs to pen down all the terms
and conditions of the purchase for the benefit of both involved parties. It
should have details such as product specifications, quantities, price agreed
upon, delivery date, late delivery clauses, etc. It should be addressed to the
person responsible for the execution of the order with a copy to the head of
department. Since it is totally an official letter it should be typed.
DOS AND
DON’T’S OF ORDER LETTER
·
An Order Letter should be addressed to the
person responsible for executing the order
·
It should include all the terms and conditions
agreed upon by both involved parties
·
Since it is purely an official letter it should
be typed out
·
There is no need to use too many adjectives in
the letter since it is purely for an order being placed
·
The letter should have all relevant details
related to the order, for example, quantity, price and other terms and
conditions
SAMPLE ORDER
LETTER
1. Official order from
2. Without Official Order From
>Order Letter
>Order Letter
PT. CIPTA PERSADA
Jl. Cendana Raya No. 8
Jakarta Pusat
17428
Your ref :
MP / DC / 55
Our ref : AM / L / 3A
18th Januari,
2013
Mr. Niccolo
Machiavelli
Manager
PT. Maju
Tunggal Electronics
Jln. Raya
Merdeka No. 21
Bali 72852
Dear Mr.
Niccolo :
Subject :
Purchase Order No. 20
Thank you
for your letter of 12nd October, enclosing your catalogue, price list, terms of
payment and terms of delivery.
We shall pay
for the goods by banker’s transfer on receipt of your pro-forma invoice and
request delivery within two weeks (don’t forget to tell the transport method).
Send to our
ware house address .
Sincerelly
Yours,
Arief Sutriyono
Purchase
Manager
>Reply Order Letter
PT. CIPTA PERSADA
Jl. Cendana Raya No. 8
Jakarta Pusat
17428
Purchase Order No. 20
To : PT.
Maju Tunggal
Jln. Raya
Merdeka No. 21
Bali 72852
Date : 18 th
Januari, 2013
QTY Please Supply: Item Catalogue No : Price / Unit Total
|
50 Washing Machines Sharf A 1135 350.000 17.500.000
50 Washing Machines Denpoo B 250 550.000 27.500.000
50 Washing Machines Electrolux Z 125 650.000 32.500.000
100 Vacum Cleaner Sharp T 225 800.000 80.000.000
50 Vacum Cleaner Sanyo V 1654 450.000 22.500.000
|
Total 180.000.000
|
Delivery date Terms For. PT. Cipta Persada
Required Office Equipment
|
4 Maret 2013 2 Weeks
From
Receipt Arief Sutriyono
|
References:
