Order Letter Templates (Tips & Examples)

An order letter is an official request sent to a vendor urging them to supply goods or services. Alternatively, it is referred to as a purchase order (PO). It outlines the purchase terms, such as the type of goods or services, quantity, date, and delivery destination. 

An order letter will thus be sent after receiving a response to your letter of inquiry. A letter of inquiry collects information such as price, the quality of goods, and terms of sale from the vendor. A PO initiates a transaction between you and the vendor by providing instructions on how you want an order to be fulfilled. Businesses will typically send orders to make purchases.

An order letter is utilized in all industries, from manufacturing to service-based industries. As such, you may have to write order letters daily when purchasing goods and services such as installation and maintenance, a commodity, and rendering service. Additionally, details that can be included are the number of products and the associated timeline. The letter also serves as a legal record of the transaction. Also, note that the order letter is a direct request, not a command; thus, it should be courteous and straightforward.

You can download the following templates for free:

This article will direct you on how to craft a letter using an order letter template that clearly communicates your instructions to vendors.

You must communicate your instruction clearly in an order letter. The information captured must also be accurate, as the letter will be stored as an official transaction record. So, before you write your letter, there are different considerations you should pay attention to.

These include:

Decide on your objective

You must clarify what you want to achieve by writing the letter. This is because the clearer your objective is, the easier it will be for the vendor to fulfill your order correctly. So, you need to be clear that you want to make a purchase.  

Determine the scope of the letter

The scope of your letter refers to the information needed by the vendor to fulfill your order as requested. This information includes the nature of the item, specifications, shipping instructions, e.g., address, and other terms of purchase.

Create a draft of your order letter

Creating a draft of the letter can help you prepare accordingly on how you want to structure it and what information to include. You should start by listing every item you intend to purchase and the key details you want to communicate and organize the letter in which you want to convey your instructions.

The draft can be a checklist to ensure you do not miss any item or detail. It aims to ensure you have organized your request rationally; aspects such as grammar and spelling can be revisited after the final draft. The technical details can be reviewed and revisited when finalizing the order letter.  

Before writing the letter, you must clearly understand and convey the objectives of the letter. This is because the recipient will use the letter as their guide to complete the order; thus, how you convey the instructions directly influences how the order is fulfilled.

The information in the letter should be relevant to the purchase; thus, details such as why you are buying the product and what it is for are not needed. However, you can include details such as the expected delivery date and payment method.

Below is a procedure that guides you in writing a letter that captures all the relevant details needed to make a professional order:

Identify the recipient 

The first step is identifying the recipient of the letter. This may be dependent on your relationship with the vendor. You can address the letter to the firm manager or a sales representative if it is a first-time order. However, if you have conducted business with the vendor, address the letter to your assigned point of contact.

For example:

Ms. Ivy Johnson,
Manager,
Toy-Hub Inc.,
1001 Trival Street,
Louisville, NC 20987

Include order details 

Order details refer to details about the goods or services you are purchasing. Products can be described by providing the type of items, product name, make or model, quantity, size, color, catalog number, weight, unit price, etc.

This section can be written as follows:

I want to order 50 dinosaurs, 20 giraffes, and 30 elephant toys with varying colors, preferably an equal number of brown, dark green, and orange colors. All the toys should be rubber-made and not plastic.  

Mention your rate details 

You should then mention the rate at which you intend to pay for the ordered items. The rate given will depend on the type of goods or services. The rate can be per unit item, box, hour, or metric. You should indicate the rate and the total cost of the order. If any packaging costs or taxes are to be paid, declare them in this section.

For instance:

We intend to buy the items per the following rates provided by your company; $4 per dinosaur, $2 per giraffe, and $3 per elephant. We will also pay delivery fees amounting to $50. The total order is projected to cost $400.00.  

Include packaging specifications 

Then, you ought to specify how the order should be packaged. This is vital for fragile, flammable, hazardous products or products with special transportation requirements.

Format this section as illustrated below:

Each type of toy should be packaged in a separate box. This will help with sorting the toys upon arrival.

Mention your payment method 

The order letter must also indicate the payment method and payments (if applicable) you have or will use to pay for the order. Payment can be through different modes such as cash, cheques, bank deposits, draft, etc. Payment terms can be any payment plan to pay in installments or a commitment to pay upon delivery.

This section can be structured as follows:

This order will be paid for in two installments. The first installment of $150 has been deposited in your account (AUB288 7828 2092). The balance will be paid upon delivery.

Indicate your delivery method and date 

Next, you should provide any applicable shipping instructions. Shipping details may include the expected date of delivery, shipping location/address, and mode of shipping, which can be road, rail, air, or waterways. Note that the delivery address can be more than one if you are an organization making an order for different offices or centers or on behalf of another client.

Below is an example of how to outline the delivery details in an order letter:

We expect to receive the products on Monday, 20th January 2023. The shipment parcels should be delivered to Kings Hill Elementary School, 224 Lexington avenue, Charlton, NJ 26728.

Indicate a validity period 

It is advisable to impose a validity period on your order to ensure you receive your shipment promptly. This is essential, especially when purchasing perishable or seasonal products or if there is a sense of urgency. The associated validity date should be specified.

For example:

This order should be fulfilled within two weeks (10 business days), after which this request shall be rendered invalid.

Include terms and conditions 

Some orders may be associated with special terms and conditions. These can relate to any aspect of the transaction or agreement between you and the vendor. For example, you can mention any discounts, insurance details, etc.

Cite this section as shown below:

The toys ordered should meet Child Safety and Environmental Protection standards as advertised. We are dedicated to protecting our kids and environment and therefore wish to purchase products that align with this goal.

Conclude the letter on a positive note 

Lastly, you should end the letter with a positive closing. You can discuss several things in this section, such as thank them for their cooperation, encourage them to contact you or mention the probability of working together in the future. Also, add a complimentary close and declare whoever is sending the letter on behalf of the organization. You can also indicate details such as dictation notes, enclosures, a notice of attachments, or copies forwarded to the vendor after the title line.  

For example:

Your cooperation is highly appreciated. Contact us at 0220 (8444) 001 if you have any questions. We look forward to collaborating with you on future projects.
Sincerely,
Grace Valley
Program Coordinator,
Kings Hill Elementary School

Order Letter Samples 

Two sample order letters are given below:

Your order letter should be professionally written as it is part of company records and may be referenced if disputes arise in the future. Here are tips for writing a letter that effectively serves its purpose when ordering goods and services:

• You should pay great attention to the details you include in an order letter as they can determine the quality of goods you receive.
• The specific name of the recipient and company or dealer must be clearly written to prevent miscommunication or the letter from going to the wrong recipient.
• Your letter should be error-free, that is, grammatical, spelling, or typos errors. This is because errors may lead to incorrect order fulfillment, which can cause disputes with vendors.
• The letter should be brief and direct. You do not have to include more information than your order and the instructions you would like followed.
• The deadline to fulfill the order should be sufficient and reasonable. You must give the vendor enough time to process and deliver the order.
• Important details such as dates, addresses, and product descriptions should be captured accurately to avoid confusion during order fulfillment.
• The vendor follows the order letter’s instructions; therefore, include any information that ensures you receive your order as expected, such as what you want to buy and when and where you want it delivered.
• It is advisable to ensure the letter follows the purchase order format if a company is sending it.
• Order letters should be written once the purchase decision has been made.

An order letter is a way to communicate what you want to purchase from a seller. It should thus be detailed enough to direct the vendor on how to accurately and satisfactorily fulfill your order. You can use an order letter template, as it contains fundamental components such as a description of the items you intend to buy, payment method, delivery date, location, and other details pertinent to the order. You can download templates provided on this site to assist you in preparing a professional order letter.

Some vendors will provide purchase order letters that you can use to order goods or services. However, you can write your own order letter. The letter can influence how seamless and hassle-free your purchase will be, so you must write it perfectly.