Letter for placing order

These are business letters which include placing an order for products/services from
another company or organisation,or modifying orders already placed and
acknowledging orders placed on your organisation.while placing order, the writer has to
be very careful about giving accurate information Any inaccuracies may result in
delayed /wrong deliveries. Such letters should give
● Specifications of the product/service to be supplied

● Reference number of the quotation/price list against which the order has been places

● Payment terms/credit terms/

● Required date of delivery

● Any other terms and conditions

The letter should start with the address of the writer

Then the date should come

After that, the designation as well as the address of the receiver will come

Then the Subject should come, which should be clear and precise

Add a nice and suitable salutation

Now, start writing the Main body. Make sure that main body is divided into three-four
paragraphs. It is important to make the letter presentable.

Para 1- should explain for what are you going to place the order

Para 2– should talk about the details of the services or products that you are placing the

order for

Para 3– is going to be the concluding one, so do not forget to mention what you want in

response from the one who is going to receive the order.

Then sign off with a name –

NOTE:IN BOARD EXAM PAPER, DO NOT WRITE YOUR OWN NAME!!!

The following expressions can help you write a more appealing and appropriate letter

Opening lines of the letter

● “This is with reference to the inquiry letter dated 12th March 2019 regarding the

purchase of silk thread.”● This is a follow up of our communication on 12th March and

then on 21st March

regarding a bulk purchase…”\

● With reference to…

● Your letter of November 12

● Our meeting on September 3, ….

● Our conversation last week, ….

● Further to our telephone conversation yesterday, ….

● Following our discussion last week….

● Following our meeting last Thursday….

● I refer to your letter of August 17 in which you….

● The Table -giving details of the goods ordered clearly

The Closing : the following expressions can help you close a letter perfectly.

● We have already made 50% of the payment at the SBI today at 12.20 PM.
● Hope to receive the order delivered on or before 22nd of this month.

● Kindly refer to the agreement on post delivery services such as clearance and

stocking.

● Please find enclosed/attached:

● Receipt of the bank-payment

● Copy of your brochure’s table of content page, etc.

● By following these points, students can easily write a letter, no matter what the topic

is.

Format for Writing a Formal Letter

There’s a strict format to follow while writing a formal letter which is explained below:

1. Sender’s address: On the left side of the page, just next to the margin, write the

sender’s address/ contact details.

2. Date: Below the sender’s address write the date after leaving one line.3. Receiver’s

address: After date, write the address of the recipient (the Officer / Principal /

Editor).

4. Subject of the letter: Here you have to mention the main purpose of the letter in 4 -

5 words.

5. Salutation: Respected Sir / Madam

6. Body: Here you have to explain the matter of your letter. Body of letter must be

divided into 3

paragraphs as follows:

First Paragraph: Introduce yourself and the purpose of writing the letter in brief.
Second Paragraph: It should include the matter in detail.

Third Paragraph: Here you have to conclude your letter by mentioning the conclusion

or solution.

7. Complimentary Closing:

Thanking you.

Yours faithfully, Yours sincerely

8. Sender’s name/signature and designation (if applicable)

Placing an Order: (Sample)

23 February 2021

The Manager
Bhavan Booksellers
Mumbai

Subject : Supply of books for the school library

Respected Sir
We are pleased to inform you that our management has decided to place an order with
you. We would like to place a bulk order to you for the supply of books to our school
library. We would like to have at least a 20% discount on the purchase of the books
apart from the additional 5% discount granted to institutional buyers.
The following is the list of books with their particulars attached.
List of Books

S.NO Name of the books Authors/Publisher’s name No of copies

1 History of India L Prasad 5

2 Modern Trigonometry Bansilal 10

3 Modern Algebra S K Sen 15

4 The New Atlas of the Frank Bros 20

5 Wonder that was Bhasham 25

6 India Wins Freedom M A Q Azad 30

We understand that the shipping of the above books will be free, as mentioned on your
website. We want the above books to reach us in proper shape and order not later than
15 March 2021, if our terms and conditions are acceptable to you.

Thanking you,

Yours sincerely,
Mohan Singh
Librarian

Questions for practice.

Write the following letters in your English notebook.

1. Mr Ravi Saxena is the Sports Instructor of DAV Public School, Kalka. The Principal
has asked him to place an order for buying volleyball nets, cricket bats, tennis racquets
and tennis balls, footballs and necessary sports accessories. Mr Ravi Saxena places an
order with M/s Youth Sports Equipment, Rohini, New Delhi. Write the order letter.
2. You are A.R. Aggarwal, General Manager, Aggarwal Enterprises, Indore. You need
various items of furniture and stationery for your newly constructed head office. Write a
letter to Kuber Official Works, Indore placing a bulk order for the supply giving all details
of the items ordered.