Friday, 18 May 2018

How to write letter for placing order


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.

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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