Order letters are important for communicating business information to the supplier. They also help in ensuring that the purchase is completed according to the correct instructions.
Generally, a business letter begins with the sender’s name and address. If the letter is on company letterhead, the name and designation are printed beneath the signature line.
1. Addressee’s Name and Address
The name and address of the person to whom you’re writing is the first thing that should be included on the letter. It’s important to include the recipient’s full address so that it won’t get lost in the office shuffle and also so that you can use their correct postal code when printing out envelopes for them.
The recipient’s name should be on the first line of their address, and their title should be on the second (if applicable). The rest of the lines should have their street address, city, state, and zip code. If they have a building number, that should be included as well.
Finally, they should have a salutation. The salutation should be two spaces below their inside address, and it should always be a form of “Dear” followed by their title. If they’re on a first name basis with you, then you can drop the formal title and just use their name.
In most cases, it’s important to include a reference line two spaces below the salutation as well, so that you can refer back to the letter later on if necessary. The subject line, however, does not go with the salutation and should instead be placed 2 spaces below the inside address. If they have any particular instructions for shipping, then this is the place to include them.
2. Date
An order letter is a type of formal document used to place an order for goods or services. It includes information like the sender’s address, date of delivery and mode of payment. A well-written order letter is important for maintaining records and facilitating a smooth ordering process.
There are many ways to write the date in a letter. Some formats omit the year or use ordinal numbers instead of cardinal numbers. Others add the day of the week or include a century number (such as the eighteenth century). The date should be clearly stated and separated by a comma.
In the United States, the date is usually written in the month/day/year format. This format is also commonly used in Belize and Micronesia, and is a secondary option in Canada and the Philippines. However, there are many other ways to write a date, and each one has its own nuances.
It is best to choose a consistent formatting style and stick with it throughout your letter. This will make it easier for your recipient to understand your writing and ensure that all the information is clearly presented. You should also avoid using abbreviations or numbers without a word, as this can cause confusion for the reader. For example, it is not acceptable to write “21st,” but should be spelled out as “May 21st.” If you’re writing in the block format, the addressee’s name and the date should be aligned to the left.
3. Subject Line
A good subject line can be the deciding factor in whether an email gets opened. It’s the first thing recipients see while scanning their inboxes, and it’s usually what prompts them to invest time reading and responding to your letter.
Use your prospect’s name or a topic they care about in your subject line to grab their attention. Using their name instantly personalizes your message and establishes trust, which increases the likelihood that they’ll open your letter.
Numbers have a way of captivating readers (hence the rise of listicles). Try using numbers or statistical data in your subject line to draw potential customers’ attention and encourage them to click on your email.
Referring back to a previous conversation or meeting you had with your prospects helps your subject line stand out and builds upon your rapport. In addition, it’s a great way to get people excited about your product or service by demonstrating how it has already helped other clients achieve similar success.
If you have any order references or specific identifiers, include them in your subject line to help ensure your letter is efficiently processed. You may also want to mention special instructions or requirements, such as the mode of payment or deadline for delivery, in your subject line to make sure your recipient is fully aware of all the details.
4. Body
Order letters provide information about a customer or business’s purchase from a supplier. These documents are important because they allow businesses and customers to communicate clearly about their order, minimizing miscommunications and streamlining the ordering process. They also help ensure compliance with international trade regulations and customs laws.
The first line of the letter should include the sender’s name and full address. This should be written on official company letterhead, so the recipient knows who to contact for any questions. After the sender’s name, skip a line and write the date. Make sure to include the day before the month, as this is standard in European countries.
The body of the letter should include a clear description of the products or services ordered, along with their quantity and pricing information. Providing specific details about the products will allow the seller to quickly locate the requested items. It’s also helpful to include a statement that indicates if any items are unavailable or subject to delays in delivery, so the seller can inform the customer of alternative options.
The last line of the letter should conclude with a closing, such as “Thank you,” or “Best regards.” If there is room for it, add your signature beneath the closing. This will serve as your legally binding agreement with the seller.
Example 1: Letter Order Format
[Your Name]
[Your Address]
[City, State ZIP Code]
[Date]
[Recipient Name]
[Recipient Address]
[City, State ZIP Code]
Dear [Recipient Name],
I am writing to place an order for the following items:
[Item 1 name and quantity]
[Item 2 name and quantity]
[Item 3 name and quantity]
[Add additional items as needed]
Please find attached a purchase order form with the details of the items I am ordering. The total cost of the order, including shipping and handling, is [total cost]. Please let me know if there are any additional charges or fees that I need to be aware of.
I would like to request that the items be shipped to the following address:
[Shipping address]
If there are any delays or issues with the order, please let me know as soon as possible. I would appreciate an estimated delivery date for the items so that I can plan accordingly.
Thank you for your prompt attention to this matter. I look forward to receiving the items soon.
Sincerely,
[Your Name]
Example 2: Letter Order Format
[Your Company Name]
[Your Address]
[City, State ZIP Code]
[Date]
[Vendor Company Name]
[Vendor Address]
[City, State ZIP Code]
Dear Sir/Madam,
We are pleased to place an order for the following items:
[Item 1 name and quantity]
[Item 2 name and quantity]
[Item 3 name and quantity]
[Add additional items as needed]
Please find attached a purchase order form with the details of the items we are ordering. The total cost of the order, including shipping and handling, is [total cost]. Please let us know if there are any additional charges or fees that we need to be aware of.
We would like to request that the items be shipped to the following address:
[Shipping address]
We kindly ask you to confirm receipt of this order and provide an estimated delivery date. Please also let us know if there are any delays or issues with the order so that we can make any necessary arrangements.
We appreciate your prompt attention to this matter and look forward to doing business with you.
Sincerely,
[Your Name]
[Your Title]
[Your Company Name]
Example 3: Letter Order Format
[Your Name]
[Your Address]
[City, State ZIP Code]
[Date]
[Supplier Name]
[Supplier Address]
[City, State ZIP Code]
Dear [Supplier Name],
We are interested in placing an order for the following items:
[Item 1 name and quantity]
[Item 2 name and quantity]
[Item 3 name and quantity]
[Add additional items as needed]
Please provide us with a quotation for the above items, including the cost of shipping and any applicable taxes. We would like to request that the items be shipped to the following address:
[Shipping address]
Please also provide an estimated delivery date for the items. If there are any delays or issues with the order, please let us know as soon as possible.
We would appreciate it if you could confirm receipt of this order and provide us with your payment terms and conditions.
Thank you for your prompt attention to this matter. We look forward to doing business with you.
Sincerely,
[Your Name]
