Order Letter: Format, Samples & Writing Tips

CBSE (Central Board of Secondary Education) has released the updated syllabus and order letters are now a part of the English syllabus for classes 10 and 12. You will need to know how to write one for your exams, and it is a skill that can come in handy later in life too. An order letter is a formal way to request something, like books or supplies, and it helps make sure everything is clear and official.

Learning how to write these letters is useful. For example, if your school needs to buy new textbooks or sports gear, they will use an order letter to avoid confusion. 

In this blog, we will talk about what an order letter is, how to write one, and some tips that will help you avoid mistakes. We will also show you some order letter samples for better understanding.

What is an Order Letter?

An order letter, also called a purchase order (PO), is a formal document used to confirm or cancel the purchase of goods or services. It includes details such as product name, quantity, colour, payment terms, shipping information, and delivery dates, ensuring clear communication and mutual agreement between buyer and seller.

Order Letter Format

When writing an order letter, following the correct order letter format is essential. Here is a step-by-step guide:

1. Sender’s address:
Your name
Your address
City, State, Postal Code
Date (DD/MM/YYYY)

2. Receiver’s information:
Name of the company or person receiving the letter
Company’s address
City, State, Postal Code

3. Subject:
Write “Order for [name of goods]” or something similar.

4. Salutation:
Dear Sir/Madam or the recipient’s name (if known).

5. Body of the letter:
The body should have the following structure:

• Introduction: Mention that you are placing an order. Be specific and clear about what you’re ordering.
• Details of the order: List the items you want, including quantity, price, and any other relevant details.
• Delivery details: Specify the delivery date, address, and shipping method, if any.
• Payment information: Mention how you plan to make the payment (e.g., cheque, online transfer).
• Closing remarks: Express your expectations regarding who is liable for any damage, expected delivery, and product quality.

6. Closing:
Yours sincerely,
[Your Name]

Order Letter Samples

Review these order letter examples and take note of how to write your perfect order letter:

Sample 1: Write a letter of order for school books

Army Public School
B-35, Sector 12
Noida, Uttar Pradesh
10/10/2024

To,
Manager
ABC Bookstore
15, Mall Road
New Delhi, 110001

Subject: Placing an order for class 12 study materials

Dear Sir,

I would like to place an order for the following class 12 study materials for my upcoming exams:

1. Physics textbook by R.D. Sharma – 2 copies
2. Chemistry reference book by Oswal Publishers – 1 copy
3. Biology lab manual by NCERT – 3 copies

Please deliver these books to the above-mentioned address within 15 days of receiving this letter. The total amount of ₹1500 will be paid by online transfer once the delivery is confirmed. Kindly ensure that the books are in good condition.

I hope for a timely delivery and high-quality products.

Yours sincerely,
Shivani Sharma

Sample 2: Write an order letter for sports equipment

Rahul Gupta
123 Civil Lines
Agra, Uttar Pradesh
08/10/2024

To,
Sales Manager
XYZ Sports Goods
42 Main Street
New Delhi, 110002

Subject: Order for Sports Equipment for School

Dear Sir,

We are pleased to place an order for the following sports equipment for our school:

1. 10 Footballs (Nike)
2. 5 Basketballs (Adidas)
3. 12 Cricket Bats (SS Brand)
4. 20 Shuttlecocks (Yonex)

Please ensure that the equipment is packed properly and delivered by 15th October 2024 to the address mentioned above. Since we are your regular clients, kindly consider a 10% discount. The payment will be made via cheque after the inspection of the products. We look forward to your prompt service.

Yours sincerely,
Rahul Gupta
Sports Coordinator

Order Letter Writing Tips

Here are some tips to help you write a flawless order letter:

• Be clear and concise: Use short sentences and get straight to the point.

• Follow the format: Use the proper format we discussed earlier. This makes your letter look professional.

• Check for errors: Always proofread your letter for spelling or grammar mistakes.

• Include all necessary information: Make sure to mention the product details, quantity, delivery, and payment.

• Stay polite and formal: Even though it’s a business letter, politeness matters. Use phrases like “please” and “thank you” appropriately.

How to Write Placing Order Letter for Class 10

Here is a simple guide for writing the perfect order letter for your board exams or even in general:

1. Address section: At the top of the letter, write your address followed by the recipient’s. Make sure it is neat and correctly formatted.

2. Subject line: Write a clear subject line like “Order for stationery items for school.”

3. Introduction: Start by introducing yourself and stating why you are writing. For example, “I am writing to place an order for the following items…”.

4. Product details: List all the items you are ordering and their quantity. Be specific and organised.

5. Delivery instructions: Mention where and when you want the items delivered.

6. Payment information: Let the seller know how you will make the payment. Will it be online, by cash, or by cheque?

7. Closing: End with a polite note, like “Looking forward to receiving the products on time.”

Common Mistakes in Writing an Order Letter

Even though writing an order letter seems simple, students often make some common mistakes. Here are a few you should avoid:

1. Missing important details: Forgetting to mention key details like quantity, payment method, or delivery address can cause confusion and delay.

2. Using informal language: Remember, an order letter is formal. Using casual language or slang can make your letter seem unprofessional.

3. Spelling and grammar errors: Typos and poor grammar give a bad impression. Always proofread your letter.

4. Vague descriptions: Be specific about what you are ordering. Do not just write “stationery” or “books” – mention exactly what you need.

Conclusion

Writing an order letter may seem like a small task, but it is important to do it correctly. A well-written order letter not only helps you get the right products delivered on time but also ensures clear communication between you and the seller. Whether you are ordering school supplies, sports equipment, or textbooks, following the right format and including all necessary details will make the process smooth and hassle-free.

Remember, when in doubt, refer to reliable resources like Oswal Publishers for sample papers and study materials to sharpen your writing skills. Practice makes perfect, so keep trying!

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