Order Letters are a kind of business letter that is written by a customer or client when purchasing a vendor’s product or requesting that company’s service. It is the very first document that’s created when a particular business transaction takes place.
Just like any type of business letter, Order Letters, which are sometimes also called Purchase Orders, contain standard elements and follow a particular format.
For example, Order Letters have the following parts:
- The letterhead of the company sending the Order Letter.
- In case the Order Letter has no letterhead, the sender’s contact details are supplied.
- The date the letter is sent.
- The recipient’s name, title, name of company, and its specific address.
- The salutation.
- The body of the Order Letter.
- The closing.
- And the sender’s name with his or her signature.
Typically, business letters use the “block format” – the left justify rule is followed. Also, all of the lines are single-spaced. A single space also separates one line from the next. For instance, one line separates the sender’s company header and the letter’s date. One line separates the date and the receiver’s name. One line separates the sender’s address and the salutation. One line separates the salutation and the body of the Order Letter, and so on and so forth.
There’s only one exception. The distance between the closing and the sender’s name should be 3 to 4 lines apart.
There’s also one difference between Order Letters and most other kinds of standard business letters, and that is the addition of “Subject” before the salutation. But this is often only optional.
The quality and tone of Order Letters, just like any business letter, is one of formality, clarity, and directness. It goes straight to the point. Formality is done to prevent ambiguity and therefore errors. A single error can mean a big difference in business transactions.
To give you an idea of what Order Letters look like, take a look at these examples:
Number 333 Camino Street
Lahug, Cebu City
January 14, 2018
Juan de la Cruz
Dear Mr. Juan de la Cruz,
We highly appreciate you sending us the catalogue of your books yesterday. Please see below for the list of titles we want to purchase
|How to Read a Book|
|Pride and Prejudice|
TOTAL: PHP 2,600
We will be able to pay the total amount in cash upon delivery of the items. You may deliver them directly to our school’s library.
Thank you very much!
St. Aquinas’ College
For the sake of brevity, the succeeding example will go directly to the Order Letter’s body and closing.
Dear Mrs. Garcia,
Advanced Merry Christmas!
The New Year is fast approaching and we are in the process of stocking up on our supplies here at the office. We want to make sure that we will be ready for business once we return from our long vacation.
Kindly see below for the list of items we need for our Sales Department:
|Bond paper (A4)|
TOTAL: PHP 10, 500
We will be sending you the payment this afternoon. You may deliver the items on the first working day of 2018.
Thank you very much!
As you can see, there is a “science” behind business letter writing. The more you follow the rules, the better the outcome of your letter will be, and the stronger the business relationship between the two transacting parties.