Letter
for placing order
Ø It
is a written business communication
Ø It
may be written for official or business purpose
Ø It
follows the format and language of formal letter
Format
Sender’s address (3-4
lines)
Leave a line
Date (DDMMYYYY)
Leave a line
Receiver’s address (3-4
lines)
Leave a line
Salutation (Sir/Ma’am)
Subject (topic in
brief)
Content
1 Paragraph – reference to
advertisement, communication, catalogue or quotation, place the order
2 Paragraph – details
of product (s), type, brand, quantity/number, colour, size, style or code,
table of items
3 Paragraph – discuss
the quality, discount, delivery mode/date, payment mode (COD/DD)
4 Paragraph –
complimentary close (Thank you), enclosures (if any)
Subscription (Yours
faithfully/sincerely)
Writer’s Name/ABC
Designation
Language
Particulars
Ø Use
Simple Present / Present Continuous Tense mainly.
Ø Use
Passive Voice where it is required.
Ø Be
specific and precise about the order.
Ø Give
details and clarity about items’ name, code, style, size, colour, quantity,
etc.
Ø Use
short and uncomplicated sentences to avoid ambiguity/confusion.
Ø There
should be no verbiage.
Ø Language
should be formal, polite and business like.
Video on The Letter of Complaint
Sample
Letter
Q. As the Manager of Silver Line Restaurant, Ashok
Nagar, New Delhi write a letter to the Sales Manager, Prakash Electronics,
Vasant Kunj, New Delhi, for placing an order for some microwaves, ACs, LCDs and
bulbs.
Ans.
B-109, Phase I
Silver Line Restaurant
Ashok Nagar
New Delhi
15 May 2018
The Sales Manager
Prakash Electronics
Vasant Kunj
New Delhi
Sir
Subject : Placement
of order for electronic items
This is with reference to your quotation dated 12
May 2018 that we place an order for the following electronic appliances.
S.
No.
|
Items’
name
|
Item
code
|
No.
of items
|
Brand
|
1.
|
AC
|
028
|
10
|
Samsung
|
2.
|
Microwave
|
039
|
10
|
LG
|
3.
|
LCD
TV
|
041
|
05
|
Samsung
|
4.
|
LED
Bulbs
|
015
|
20
|
Philips
|
We are placing this order based on the quotation
sent by your centre. We are assured that all the items would be of best quality
and in perfect condition. We hope that packaging cost is included in the price
mentioned. In case of damage during delivery it would be borne by you.
Needless to say, 15% discount would be given as
specified in your quotation letter. Payment will be made by cash on delivery. I
would like to make a special mention that the items should reach by 20 May
2018.
Thank you.
Yours faithfully
ABC
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