10 Exclusive Order Letter Samples

A formal letter that is written for the purpose of ordering a product or service from the recipient is called an order letter. An order letter, also known as a purchase order, is written when the companies or large organizations show their intentions to buy some products or services from a vendor. They show their intentions to the vendors by writing a proper formal order letter.

An order letter serves the purpose of a contract between the buyer and seller. It must include all the details about the product that is intended to be bought by the company like the color, quantity, specific model or badge. time of delivery, address of the location where the buyer wants the order to be delivered and terms of payment or payments, etc.

In large organizations, the procurement agents usually collect information about the products by writing inquiry letters. When the specifications, price quotations and terms of payment seem suitable, then the buying party writes a final order letter to the vendor, confirming that the buyer finally wants the product. In this article, some exclusive order letter samples are provided below that you can check and use for free. You can get and edit any one or all of these letters as per your requirement.

Sample Order Letter for Product/Item

To,

[Name of Recipient] [Recipient Company Name]

Date:

Subject: Order Letter for Product/Item

Dear Sir/Madam,

As a [sender designation] of [sender company name], I am writing this letter to procure [name of product/item] from you. Following are the details and specifications of the product/item that we require from you.

[enter the complete specifications of the product/item very carefully here]

Please make sure that all units of [name of product/item] are of high quality and well packed. Any damaged or defective unit will be returned. Make sure to deliver this order by [mention date]. We will clear your dues [mention days/weeks, within which you intend to pay the vendor] through [mention mode of payment i.e., cash or by check]

For further inquiries, make sure to contact us at the given below contact details.

Sincerely,

[Sender Name] [Sender Signature] [Sender Contact Details]

Order Letter for Electrical Goods for Office

To,

[Name of Recipient] [Recipient Company Name]

Date:

Subject: Order Letter for Electrical Goods for Office

Dear Sir/Madam,

Being the [sender designation] of the [mention company name], I am writing this letter on behalf of my company, so as to procure the order of electrical goods required from your company, [mention recipient company]. We have worked with your organization in the past as well, and we find your services quite satisfactory. The details of electrical goods that we would be requiring from you are as follows:

Sr. #        Furniture Name    No. of Units

[mention the details of electrical goods that you want to buy. Enter all details carefully in this form or any other way you prefer]

Please make sure to deliver these items as on or before [mention date of delivery]. Also make sure to transport these items with due care and proper packaging as any defected item will be returned.

Once the order will be delivered, we will clear your dues within [mention days/weeks] of the delivery of order via, [mention mode of payment].

I hope you will be able to fulfill our demands as per our requirements. For further inquiries, make sure to contact us at the given below contact details.

Sincerely,

[Sender Name] [Sender Signature] [Sender Contact Details]

Order Letter for Gym Equipment

To,

[Name of Recipient] [Recipient Company Name]

Date:

Subject: Order Letter for Gym Equipment

Dear Sir/Madam,

We have recently opened a fitness center located at [mention location]. Being [sender designation] of the [mention organization name/fitness center name], I am writing this letter so as to place the order to procure gym equipment as per following requirement.

Sr. #           Brand Name                 Quantity

[mention all the details, like brand and quantity of each item you want]

We have heard a lot about your organization that you have been in this industry for more than two decades. We have heard about your high quality items and satisfactory services. I also request you to kindly provide us special discount as we are purchasing for the very first time and will surely be purchasing equipment from you on regular basis.

Please make sure to deliver the above mentioned equipment within [mention number of days]. Also make sure that these items are handled, loaded and unloaded with due care and proper packaging as any defected item will be returned.

Once the order will be delivered, we will clear your dues within [mention days/weeks] of the delivery of order via, [mention mode of payment].

I hope you will be able to fulfill our demands as per our requirements. For further inquiries, make sure to contact us at the given below contact details.

Sincerely,

[Sender Name] [Sender Signature] [Sender Contact Details]

Order Letter for Laptops for Office

To,

[Name of Recipient] [Recipient Company Name]

Date:

Subject: Order Letter for Laptops for Office

Dear Sir/Madam,

Being the [sender designation] of the [mention company name], I am writing this letter on behalf of my company, so as to place the order of laptops required from your company, [mention recipient company]. As your organization enjoys a well reputation in the market, so we hope that this experience will be great and satisfactory for both of us. We require the laptops as per the following requirements

Sr. #   Brand Name   No. of Units        Hardware/Software Specs

[mention all the details, like brand and specs of the laptops you want]

Please make sure to deliver these items as on or before [mention date of delivery]. Also make sure to transport these items with due care and proper packaging as any defected item or an item not fulfilling the above mentioned requirements will be returned.

Once the order will be delivered, we will clear your dues within [mention days/weeks] of the delivery of order via, [mention mode of payment].

I hope you will be able to fulfill our demands as per our requirements. For further inquiries, make sure to contact us at the given below contact details.

Sincerely,

[Sender Name] [Sender Signature] [Sender Contact Details]

Order Letter for Mobile Phones for Employees

To,

[Name of Recipient] [Recipient Company Name]

Date:

Subject: Order Letter for Mobile Phones for Employees

Dear Sir/Madam,

I am [sender name], the [sender designation] of [mention company name] and I am writing this letter to place an order for mobile phones for the employees of our office. I have heard a lot about the quality services that you provide to your clients at best possible affordable rates. We require mobile phones as per the following requirements:

Sr. #   Brand Name   No. of Units        Hardware/Software Specs

[mention all the details, like brand, quantity and specs of the mobile phones you want]

Please make sure to deliver these mobile phones as on or before [mention date of delivery]. Also make sure to deliver these items with due care and proper packaging as any defected item or an item not fulfilling the above mentioned requirements will be returned.

We will clear your dues within [mention days/weeks] of the delivery of order via, [mention mode of payment].

I hope you will be able to fulfill our demands as per our requirements. For further inquiries, make sure to contact us at the given below contact details.

Sincerely,

[Sender Name] [Sender Signature] [Sender Contact Details]

Important Elements of an Order Letter

Basically, every order letter has 3 important elements or components that must be included in it. Whether the order is given through a properly drafted and written letter or it is given through an order form, these 3 components are the most basic and key elements of any type of order letter. These elements are:

• Details of Items/Products
• Shipping details
• Payment details

Details of Items/Products

The details and information related to items or products being ordered must be mentioned very carefully in an order letter or purchase order. Following are some basic details to be included in any such letter:

• Name of Item or Product
• Name of the specifc Brand, if only the product of that brand is required and intended to be bought
• Quangtuty of that item or product intended to be bought
• Model or batch number of the product
• Specific Color
• Specific Size and Weight, if it comes in different sizes and weights
• Per Unit Price of the Product

Shipping Details

The shipping details are also an important part of an order letter and there must be no ambiguity in these details. The improper shipping details or complete absence of such details can cause a lot of misunderstanding and confusion between the buyer and the seller. Shipping details usually include:

• The Shipping or Delivery location i.e, where the buyer intends the order to be delivered.
• The desired deliverey or shipping date i.e, the date when the buyer wants the order to be delivered.
• Manner of shipping or delivery i.e, via rail, road, water or air.

Payment Details

The payment details must be clearly mentioned in the order letter and both the parties (buyer and seller) must be on the same page regarding the payment of products or items that are intended to be bought. The payment details usually include mode of payment i.e, via cash or cheque, the date when the payment will be made and any other terms and conditions relevant to payment.

Order Letter for Office Furniture

To,

[Name of Recipient] [Recipient Company Name]

Date:

Subject: Order Letter for Office Furniture

Dear Sir/Madam,

I am [sender name] and I am [sender designation] of the [mention company name]. On behalf of my company, I would like to place an order for office furniture for our new branch located at [mention office address]. The details of furniture that we would be requiring from you are as follows:

Sr. #        Furniture Name    No. of Units

[mention the details of items you want to buy]

Please make sure to deliver these items as on or before [mention date of delivery]. Also make sure to transport these items with due care and proper packaging as any defected item will be returned.

Once the order will be delivered, we will clear your dues within [mention days/weeks] of the delivery of order via, [mention mode of payment].

For further inquiries, make sure to contact us at the given below contact details.

Sincerely,

[Sender Name] [Sender Signature] [Sender Contact Details]

Order Letter for Office Kitchen Supplies

To,

[Name of Recipient] [Recipient Company Name]

Date:

Subject: Order Letter for Office Kitchen Supplies

Dear Sir/Madam,

I am [sender designation] from [sender’s company name] and I am writing this letter to place an order for the following office kitchen supplies

Sr. #                       Item Name                    No. of Units

[mention all the details of the order completely]

Please make sure to deliver these items as on or before [mention date of delivery]. Also make sure to transport these items with due care and proper packaging as any defected item or an item not fulfilling the above mentioned requirements will be returned.

Please deliver these items to this address, [mention address]. Also make sure to dispatch the original invoice of the order at the time of delivery. Once the order will be delivered, we will clear your dues within [mention days/weeks] of the delivery of order via, [mention mode of payment].

I hope you will be able to fulfill our demands as per our requirements. For further inquiries, make sure to contact us at the given below contact details.

Sincerely,

[Sender Name] [Sender Signature] [Sender Contact Details]

Order Letter for Sports Equipment for School

To,

[Name of Recipient] [Recipient Company Name]

Date:

Subject: Order Letter for Sports Equipment for School

Dear Sir/Madam,

Being [sender designation] of [mention sender’s school name], I am writing this letter to place an order for some sports equipment for our school. I have come to know that you have quite an experience in dealing with various sports equipment of various brands. So, I would like to order the following sports equipment

Sr. #      Sports Equipment Name             Brand Name       Quantity

[mention all the details, like brand and quantity of each item you want]

We have heard a lot about your organization and you have been in this industry for more than two decades. I also request you to kindly provide us special discount as we are purchasing for the very first time and will surely be purchasing equipment from you on regular basis.

Please make sure to deliver the above mentioned equipment within [mention number of days]. Also make sure that these items are handled, loaded and unloaded with due care and proper packaging as any defected item will be returned.

Once the order will be delivered, we will clear your dues within [mention days/weeks] of the delivery of order via, [mention mode of payment].

I hope you will be able to fulfill our demands as per our requirements. For further inquiries, make sure to contact us at the given below contact details.

Sincerely,

[Sender Name] [Sender Signature] [Sender Contact Details]

Order Letter for Stationery Items for School

To,

[Name of Recipient] [Recipient Company Name]

Date:

Subject: Order Letter for Stationery Items for School

Dear Sir/Madam,

I am [sender name] and being [sender designation] of [mention sender’s school name], I am writing this letter to place an order for stationery items as mentioned below:

Sr. #                       Item Name                      No. of Units

[mention order details]

Please make sure to deliver these items as on or before [mention date of delivery]. It would be kind of you if you will offer us some extra discount as we are your customers. Please note that any item that will not be in accordance with the above mentioned requirement, will be returned.

Please make sure to send the original invoice of the order at the time of delivery. Once the order will be delivered, we will clear your dues within [mention days/weeks] of the delivery of order via, [mention mode of payment].

I hope you will be able to fulfill our demands as per our requirements. For further inquiries, make sure to contact us at the given below contact details.

Sincerely,

[Sender Name] [Sender Signature] [Sender Contact Details]

Order Letter for Books for School Library

To,

[Name of Recipient] [Recipient Company Name]

Date:

Subject: Order Letter for Books for School Library

Dear Sir/Madam,

I am [sender name], the [sender designation] of [mention school name] and I am writing this letter to place an order for getting books for our school library. I would be requiring the following books:

Sr. #   Name of Books   Author/Writer        No. of Copies Required

[mention the details of the Books required here]

Please make sure to deliver all these books by next [mention day of delivery] of the next week. Also, don’t forget to dispatch the original invoice along with the books.

We will clear your dues within [mention days/weeks] of the delivery of order via, [mention mode of payment].

For further inquiries, make sure to contact us at the given below contact details.

Sincerely,

[Sender Name] [Sender Signature] [Sender Contact Details] [Sender’s School Name]

Useful Tips for Writing an Order Letter

As mentioned earlier, you are free to use the order letter samples provided on this page but if you still want to know how to write an order letter, and want to draft one by yourself, then make sure to keep in mind these important and useful tips mentioned below:

• The letter must be very precise and direct.
• Don’t forget to mention the date on the letter as it will serve as an important record in case of any problem.
• The overall language and tone of the order letter must be formal and professional, while also being easy at the same time.
• Mention the complete order details and specifications with due care.
• Make sure to be polite while writing the such a letter as you are ordering the goods, not the person.
• Avoid the use of jargons and excessive use of adjectives.
• Don’t forget to provide your contact details in the letter.
• Make sure to proofread the complete letter for any grammatical or technical errors.