Order Letter
a letter of order is a document that confirms the details of a purchase of goods or services from one party to another. It usually includes more information about what you are ordering, like quantity, model number, or color, the payment terms, and the matter in which the products are to be shipped. When the recipient receives this letter, they will process the order and send the merchandise.
- Order Letter Definition
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.
Order Letter Writing Tips:
- 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
- If you are writing the letter to place order make sure you do not make any mistakes
- Avoid making spelling and grammar errors
- Do not deviate mid way from the topic while writing the letter
- Write the letter in a polite and apt manner
Order Letter Template
Use our free Order Letter to help you get started. Simply download the .doc or pdf file and customize it. If you need additional help or more examples check out some of the sample letters below.
From,
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Date: _____ (Date on Which Letter is Written)
To,
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Subject: Order Letter
Dear _____(Sir or Madam)
I ……………..(name of the person) am writing this letter to you …………..(name of the receiver) to place an order for goods for our ongoing project. Actually we had ordered enough goods for our work, however the quantitly seems very less now and hence we require more goods for our work to be completed soon. The attached list of goods with this letter will tell you precisely our requirement of goods. Hope you send it as soon as possible so that our work can continue without any halt.
Hoping to receive the said order soon without any delay, also the payment for the same would be done soon.
Thanking you,
Yours Truly,
Name of the person
Sign of the person
Mancini Kitchen Equipment
Troy D. Mancini
4220 Straford Park
Harold, KY 41635
Dear Mr. Mancini,
We would like to purchase twenty two (22) individual stand mixers (Model #43423), all in the color red.
We would like you to charge this purchase to the preexisting account that we have with you, business account #543234.
We hope to receive this order no later than Friday, November 11th, 2009. Attached to this letter please find our preferred shipping method and receiving address.
Please confirm that you received this order by calling us at 232-231-4563 anytime during business hours, Monday to Friday.
Thank you for your cooperation
Keller Kitchen Co.
Complaint Letter Definition
A Complaint letter is a request for an adjustment. In other words, it is a letter that describes about the damage; errors or mistakes happened to the delivered goods and therefore claims for compensation is known to be a complaint letter.
In modern age, the chain of business is not limited within the boundary of country. As business is expanding, its complexities are also increasing. So, mistake or fault is not a strange matter in the arena of business. There may be wrong delivery of goods shipment of obsolete, poor quality or underweight goods, faulty packing, delivery after the specified date and other damages to the goods shipped. In the above cases, buyer is supposed to suffer financial loss and therefore he has every reason to complaint to the seller demanding compensation. Hence a letter is used to serve such purpose is called complaint letter.
To draft such a letter, buyer must have valid grounds to explain that he has suffered financial loss or otherwise there will be misunderstanding which may damage business relation buyer requires special care with the art of convincing the seller. Clarity and courtesy are the important factors to write a letter of complaint. The complaint should be made politely without showing any sign of anger.
Causes of Drafting Complaint Letter or, Sources of Mistakes giving rise to Complaints
The following are usual causes for which a complaint letter is drafted:
1. Problem with the delivered goods: If the goods that are delivered are :
- Under weight,
- Obsolete,
- Defective,
- Incomplete,
- Not according to buyer’s specification such as color, brand, size etc.
- Wrong or poor quality; then buyer can make a claim to the seller for the mistake.
2. Pricing: If there is any mistake in preparing the invoice of the shipped goods, then such letter is written.
3. Packing: Faulty or poor packing of the goods causes damage to the goods which can be claimed to the seller.
4. Transport: Goods are supposed to be shipped according to convenience of the buyer. But if wrong carrier is used it may call for writing such letter.
5. Terms & Condition: If the terms and condition of business are violated by the seller then such a letter is placed.
6. Faulty Insurance: If insurance coverage is not made properly according to instruction of the buyer, then there may be claim through complaint letter.
On the above grounds, buyer can complaint but it must be in a decent and polite way.
EFFECTIVE COMPLAINT LETTERS SHOULD BE:
- Concise - can be understood quickly.
- Authoritative - are well written and professionally presented
- Factual - enable the reader to see immediately the relevant details, dates, requirements
- Constructive - with positive statements, suggesting positive actions - encourage action and quicker decisions.
- Friendly - with a considerate, cooperative and complimentary tone because the reader responds positively to the writer and wants to help.
Complaining Letter sample :
January 15, 2011
Batik Yogya Jaya
15 Kalang Kalut Street
Kel. Kedengdeng, Kec. Pejaten
Cirebon 45121
Dear Sir or Madam,
I have ordered 12 packs consist of 12 clothes of new modeled Yogya Batik on your Boutique which I ordered by phone on September 11. I received the order on September 14. When I received those packs of Batik, there was one packs missing. I only got 11 packs of 12 packs that I ordered. To know whether there was one pack missing, you can check the amount of Batik whcih left your Butique stock.
To resolve that problem, I would like you to send me one pack of modeled Yogya Batik like I ordered before. Or if the pack of modeled Tursmi batik which I ordered had been ordered by somebody else, I hope you give me back the money for the amount charge of the Yogya Batik pack.
I have been your costumer for long time, and you know it as well. This the first time I get the problem like this relate to your service. If you need to contact me, you can call me at 081999336514.
Sincerely,
Prasetyo
Example of Replay Letter from PT. Binaman Sejahtera 22 Jln. Bumi Raya, Semarang 20003 Jawa Tengah to CV Indah Pertmata 75 Jl. Muara Kerang, Jaya Pura 20001 Irian Jaya
CV Indah Permata
75 Jl Muara Karang, Jayapura 22001
Irian Jaya
Dear Madam,
We would like to thank you for informing us that the goods No. 34P that we have sent to you have some problems. While we can not give you an explanation now, we can promise you that we are looking into the matter and will write to you again shortly.
It is unusual for these types of error to arise, and all of the goods are in trouble, but the problem has now been dealt with. The reason for the troubles in these units you complained about was due to fault of manufacturing processes in production. We will replace your entire order and have it shipped the within 14 days. There is no cost to you since this was an error on our part.
We are really sorry for this unpleasant situation. Thank you very much.
Yours sincerely
PT. Binaman Sejahtera
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