GUIDELINES
- Express appreciation for receiving a prompt response from the vendor. Mention that you intend to purchase or place an order.
- Enumerate the items you wish to order. Provide the price details for each item.
- Inform the recipient that you have enclosed the payment for the items. Also, let the recipient know that you welcome updates about additional charges.
- Indicate the delivery address.
SAMPLE LETTER
[Address line]
[State, ZIP Code]
[Letter Date]
[Address line]
[State, ZIP Code]
[Subject: Normally bold, summarizes the intention of the letter] -Optional-
Dear [Recipients Name],
I appreciate your quick response when I asked for your catalog. I would like to purchase the following items:
[Insert list of items here. Indicate price for each item and the total cost.]
I am enclosing a check amounting to [$X]. Should there be additional charges, don't hesitate to inform me. I would appreciate it if you send the items to the address stated above.
Sincerely,
[Senders Name]
[Senders Title] -Optional-
[Enclosures: number] - Optional -
cc: [Name of copy recipient] - Optional -
Example of a purchase order letter.
Further things to consider when writing order letters to business partners
Order Letters
Order letters are letters written by potential buyers to sellers requesting them to deliver goods or by sellers to potential buyers to assign goods. An order letter is usually written after a buyer has gathered all the necessary information about the desired goods including the price, quality, and terms of sale. In the modern times, companies supply printed purchase order forms to potential buyers to make the process of placing orders easier. These forms usually outline the merchandise details such as the price, quantity, mode of payment, address of the location where the merchandise should be delivered, requested delivery date, etc. In the absence of printed purchase order forms, order letters are written.
Order letters are formal and should reflect all the aspects of the placed order. Make it known to the recipient that this is an order letter. Provide the necessary details such as the products description, quantities, and agreed price. Include the delivery date as well as late delivery clauses. Make sure to pen down the terms and conditions of the purchase. Maintain a professional tone. Close on a positive note and address the letter to the person responsible for carrying out the order execution.
Letters to Business Partners
Letters to business partners are letters you write to people with whom you have some degree of involvement with their business dealings. A business partnership is a legal relationship formed when two or more people agree to run a business together are co-owners. When you make such a partnership, you need to write a letter to your business partners to convey your message clearly and strongly, and to keep a legal record of the partnership. The letter should be formal and must contain the partnership offer, names of all the business partners, and the terms and conditions of the partnership.
Letters to business partners should be written with a professional tone. They should conform to all the accepted business letters standards. State the purpose of the letter. Give all the necessary details regarding the partnership as outlined in the contract. Include the name and title of the recipient. Employ the appropriate formal salutations and closings. State the date clearly and mention any document that is enclosed with the letter. Close the letter on a positive note and sign it off with your name and title. Letters to business partners should be printed on the company's letterhead.
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