Letter Placing Order

LETTER PLACING ORDER

Explanation:

In business transactions, letter placing order for goods is inevitable. After the quotations are received and finalised, the next step is to place an order for the goods. To ensure efficient and prompt handling of the order, one has to clearly specify the exact requirements and conditions. The following points are to be kept in mind in placing an order:

1. Place a clear and firm order.

2. Give a detailed and accurate description of the items required - dimensions, colour, quality, shape, make, identification numbers, if any.

3. Specify the quantity without fail.

4. Indicate the mode and terms of payment. It would be preferable to choose the mode desired by the seller.

5. Mention the mode of transport, i.e., passenger train, goods train, truck etc. in the letter, if it is not mentioned in the quotation.

6. State clearly the duration within which you would like to have the delivery of goods and the complete address of the place where the goods are to be delivered.

7. Mention other relevant details such as mode of packing, cost included for packing and insurance of goods, if any.

Example 1:

SMART ELECTRICALS LTD.

48, M.G. Road, Pondicherry-5.

24/02/2026

PRAVEEN K.S.

The Purchase Officer

The Sales Manager

VISCOM & Co.

65, Mount Road

Chennai-600 002

Dear Sir,

Sub: Placing order for Printers and UPS – Reg

Ref: Your quotation No.4387/05 dated 24.1.2026

Thank you very much for your quotation and the latest catalogue.

We are pleased to place an order for the following items on the terms and conditions agreed upon.

We would like to get these items before 10.3.2026. The bill in duplicate may please be sent for payment as desired by you.

Yours truly,

(sign)

PRAVEEN K.S

The Purchase Officer

Example 2: Imagine yourself placing orders to Danish Technologies Pvt. Ltd.

NIRMAL FOUNDATIONS PVT. LTD.

57, Ponnu Complex, East Vadi Street,

Chennai-600 062.

19/04/2026

Sathish Joshua

The Purchase Officer

The Sales Manager

Danish Technologies Pvt. Ltd

Anna Salai

Chennai-600 002.

Dear Sir/Madam,

Sub: Placing order for Computer peripherals – Reg.

Ref : 1. Our letter No. JN/47-2008

2. Quotation No. M/52 dated 26 March, 2026

3. Clarification letter No. M/53 dated 08 April, 2026.

Thank you for your quotation dated 26th March. The prices and the terms and conditions are acceptable to us. Your clarification related to packaging and forwarding charges are well taken. We request you to send the below mentioned items within 5 days and install them.

A crossed cheque No.320007 dated 10th April, 2026 for the sum of Rs.50,000/- as advance payment is enclosed herewith. On receipt of the items and installation, the remaining amount will be settled in the form of demand draft on your company name.

We look forward to your cooperation.

Yours faithfully,

(sign)

Sathish Joshua

The Purchase Officer

Exercise :

As the Manager of GOKUL ENTERPRISES, Chennai-33, place an order for the supply of vacuum cleaners and water coolers, to the Sales Manager, DELTA INDIA LTD., Bangalore- 23. Do not forget to mention about the mode of delivery.