How to Write a Good Order Letter? (8 Points)
An order is a direct request. An order is not an ‘order’ or a command. Hence, the statements need to be courteous and yet clear-cut. Specific areas to be covered while placing an order are as given below:
1. Order request:
The following statements are generally used: ‘Please send us the following items’
‘We are pleased to place an order with you for the supply of’
The order should clearly state the type of items or material, make or capacity, number of items or quantity and related details unambiguously.
The rate at which the order is being placed should be clear and should relate to units or quantities referred to on the quotations as far as possible. Mention clearly specific details such as rate per piece, rate per metric ton, rate per 1,000 ml and rate per box of 10 pieces, whatever is relevant. Mention whether any tax or packaging charges would need to be paid or whether the rate/amount is all-inclusive.
4. Packaging specifications:
Mention the specifications relating to packaging, especially considering the breakage, transport and other such relevant factors.
5. Delivery schedule:
Clearly mention when, where and in which lots the items ordered are to be delivered. This is especially significant when there are penalties for delayed delivery. Further, the delivery may not be at one place and instead may be at different centres/offices. For example, an organization that is placing orders for calendars or diaries may place a centralized order but may instruct that the delivery be made to various offices/branches.
6. Mode of payment:
While placing the order, mention the mode of payment and terms, if any. Payments are normally done by demand drafts or cheques payable at specific centres/branches. If payments are in instalments, such details should be clearly stated.
Any purchaser would like to have the items or goods within a specific time period, especially when the goods are perishable or seasonal. The period for which the order is valid has to be stated for ensuring clarity.
8. Other terms and conditions:
The orders should also specify the other terms and conditions as are relevant, such as special packaging, if any, discounts sought, insurance details and conformity to samples.