Definition of an order letter and types of order letters

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Universidad Cristiana de Panamá
Commercial English
Order letters
Magister Israel Torres
Student: Margarita Calderon
Year 2019

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Summary
It shows how to write an order letter and the importance that this
letter has in the market.

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Introduction
In the market world or commercial world, there are many types of
letters that are used in different aspects of their daily routine.
Letter are not just a way of communication but the option to
express discomfort, joy, or just a simple require or order.
As I mentioned above there many kinds of letter, more when we
are talking about business letter. However, in this written work, we
are focusing in a specific type of letter: The order letter.
Also known as purchase order letter or PO this one of the most
important letter in business. It is a bridge between the company
and the vendors or suppliers. These letters detail what a company
intends to buy, the terms of payment, expected date of arrival or
shipment, and return information. Either the company or its vendor
can initiate this type of correspondence.
It needs to be simple and make sure the message is clear and to
avoid wasting both the company's and the supplier's time.

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Purpose
To inform what is the order letter for… how to make it or use it.
Research Question
What is the importance of the order letters?
Who use order letter?
What is an order letter for?
Objective
To provide with the right use of the order letter and how to be
formal and cordial in the moment of create an order letter

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Theoretical Framework
An order letter is a type of business letter, which is used to deal
with the purchases of merchandise, supplies and materials for a
company.
Usually the order letter also known as Purchases order letter (PO)
it has a specific objective, which is to provide the vendor with the
detail information of the company request.
This letter needs to have all the information explain clearly and
concisely, paying attention to the details at the needs of the
company so when the reader will make your order it will follows
your instructions. So if it put the specific and accurate information
in your order letter the better, vendors can provide with the
accurate product. In this way both parts can be satisfied for the
service provided.
An order letter doesn’t need to have too much information, as
example where or how are you going to use the product. The
vendors will not care about that so the most important is to place
the product description, the delivery time and the payment method
that you will use for the order.

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Methodology
There are some good advices that can help you to make a good
order letter.
 Identify your reader; most of the time this letters are
addressed to the sales department, so is not necessary a clearly
identified reader.
 Establish your objective: The objective of an order letter is
simple, indicate that you are making a purchase.
 Determine your scope: Should provide only the information
relevant to accomplishing the objective of making a purchase:
what the item is, the terms of the purchase and any specific
shipping instructions. It provides the reader with an exact
description of what is expected.
 Organize your letter: Begin by creating a list of points that your
letter will address and put them in the sequential order that will
best help your reader comprehend your order. These points will
become the backbone of your draft; your outline will become a
checklist.
 Draft your letter: Refer back to the list created and turn each
part into a full / complete section expressing your thoughts.
 Close your letter: An order letter should close in a professional
manner. Once your last paragraph is written, sign off between a
complimentary close such as "Sincerely," or "Thank you," and
your printed name.
 Review and revise your letter: This is the last step. Make sure
that the objective is clear and concise, put yourself in the
vendors’ side and check if as them you will comprehend what is
the request. Also look for any kind of errors on the sentence
structure, spelling or grammar.

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Findings
While I was searching for all kind of information about the order
letter, I found some important characteristics that we need to
know when we are writing an order letter or PO.
Characteristics of the writing of the order letters:
 They are written in a formal and polite tone (formalisms such
as "my lord," "dear sir," etc.).
 The name of the company that places the order is placed (it
may or may not have a logo).
 Place address and data of the same, as well as the name and
position of who placed the order.
 The date is placed.
 Name of the recipient, responsible for the company to which
the order is placed (optional).
 The type of product or products that are requested is
specified.
 The quantity of products or units requested is specified.
 You can mention the way the payment will be made. Cash, bank
deposit, etc.
 You can write a body or text that varies both in length and in
the possible familiarity (in case of commercial frequency
between both companies).
 Farewell on behalf of the applicant company.
 Name and position in the company of the writer of the letter.
 Firm

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Conclusions
To summarize all the information above, I learn that an order
letter is like a bridge between the company and the vendors, which
are the one that provide with any materials, supplies or products
that the company needs.
When I was searching for this topic, I realized that the order
letter is also known as purchase order something that I used
before when I was working in the call center. This purchase order
or PO it is not just a letter but can be a tracking information for
all the things that the company is buying.
I also found that after a company sent the order letter for
purchase something, it can have more than just one letter between
the vendors and the company. Because the vendors can reply to the
letter using a confirmation order letter, also with an execution
order letter and even the company can send another letter but as a
cancellation order letter. So it is not just a simple letter to buy
something but this letter contains a lot of important details that
are needed by a company.
Special thanks

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Infographic references
https://smallbusiness.chron.com/importance-different-kinds-business-letters-44534.html
https://writing.colostate.edu/guides/page.cfm?pageid=1468&guideid=71
https://10ejemplos.com/ejemplos-de-carta-pedido/
http://www.businesscommunicationarticles.com/order-letter-sample-and-order-confirmation-
letter-sample/

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Appendices
Here some examples of different types of order letters.

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