The document discusses various types of business letters related to ordering goods. It provides examples of acknowledgement letters, follow-up letters, confirmation letters, remittance letters, enquiry reply letters, order acknowledgement letters, stopgap letters, and refusal letters. Effective order letters are accurate, complete, and clearly understood to establish the relationship between buyer and seller.

1. - Gowshikha
Elangovan 

2.  A confirmed request by one party to another
to buy, sell, deliver, or receive goods
or services under specified terms and
conditions.
 When accepted by the receiving party, an
order becomes a legally binding contract.

3. • Thread – that establishes
relationship between
seller and the buyer.
• Clear , complete and accurate.
• Correctly understood and
promptly executed.
Letters related to ordering of goods are
central to a Company’s business.
Order letters are routine letters and their
effectiveness depends on the accuracy of
the details.

4. • All firms use “order forms” or
“order blanks” to place orders.
• printed with columns for all the
necessary information
• Each order form is accompanied with a
“ covering letter ” to mention some special
information

6. • Thank the seller for the quotation.
• Specifications of the goods
- trade name , catalogue no. ,
size, colour , style etc..
- price and discount
- quantity desired
- alternative , if accepted

7. • Shipment or forwarding
methods .
• Special instructions in
packing, insurance ,marking
etc..
• The manner of payment

8. • promptly acknowledged
• should express sellers pleasure
& gratitude .
• create psychological value
which adds commercial
value

9. 1. Acknowledgments
2. Follow-ups
3. Confirmations
4. Remittance
5. Order acknowledgments
6. Stopgap letters
7. Enquiry replies
8. Referrals
9. Refusals

10. Should be written when you receive information,
goods, services or money.
February 14, 2010
Lindsay Office Products
P.O. Box 1879
Spokane, Washington 98989
Dear Mr. Ahmed
Thank you for sending me all the required information about your products and
services.
I’m sure that our materials department will contact you soon for placing an
order for some of listed products that we are in urgent need.
Sincerely Yours,
Mohammed Salem
Manager, employee relations

11. After an agreement has been made, it is wise to send a
follow-up letter to establish a written record of
transaction
February 14, 2010
Lindsay Office Products
P.O. Box 1879
Spokane, Washington 98989
Dear Mr. Ahmed
We are pleased that you will be attending our next week party.
As we discussed in our telephone conversation, the party will be next Tuesday
at 10:00 am.
You will find in attachment a map showing our office in Riyadh city.
See you soon.
Sincerely Yours,
Mohammed Salem
Supervisor, Clerical Service
Example of follow-ups

12. After an order is placed , a confirmation letter should be sent to
customers in order to confirm their booking.
February 14, 2010
Mr. Mohammed Salem
P.O. Box 62123
Saudi Arabia, Riyadh 11585
Dear Mr. Mohammed
This is to confirm your booking for a single room with private bathroom for
August 24-27. Your room will be available at 2:00 pm on the 24th
of August
2010.
Since you will be arriving in Jeddah by plane, you may want to take advantage
of the hotel’s shuttle bus. This service is free of charge and the bus
departs from the domestic terminal every hour.
Cordially yours,
Ahmed Abdullah
Supervisor, Reservation Service
Example of confirmations

13. when paying for goods or services by checks, a cover
letter is required to explain what your enclosed check is
for.
February 14, 2010
Gentlemen
The enclosed check for $30,000 is the payment of invoice number 9015. Please
credit my account (no. 123456).
Yours truly,
Example of Remittance letter

14. All enquiries should be replied even if you cannot
provide enquirer with information. Enquiry replies
usually begin with thanking enquirer for her/his
letter and end by offering further assistance

16. Orders should be acknowledged in order to welcome
customers and encourage further business.
Order acknowledgement should contain :
1. Order number and date
2. Invoice number
3. Shipping date
4. Acknowledging method of payment

17. February 15, 2010
Dear Berenice
Thank you for your order number 123 dated February 14, 2010 for the following
items:
ITEM CATALOG # COLOR QTY PRICE
Conference Desk HN-33080-WB Sandalwood 2 $478.60 ea.
Credenza HN-36887-WK Sandalwood 2 431.40 ea.
Executive Chair HP-56563-SE Toasted Tan 4 422.00 ea.
File Cabinet HN-5344C-K Beige 2 135.90 ea.
Letter Tray K5-299907-A Black 6 16.95 ea.
We are eager to deliver this order to your premises on February 25, 2010.
We are also pleased to inform you that invoice number 215 for these items
will be attached to the delivery note and you will receive it along with the
items.
Sincerely Yours,
Mohammed Salem
Supervisor, Customers Service

18.  Any order which is deemed to be ineffective,
incomplete , inaccurate may end up in refusal
of orders
 Such refusal letters must be in such a way
that it should not be in a way to hurt the
other party
 The refusal must be promptly and politely
said.

20. Stopgap letters inform customer that his enquiry or
order has not been ignored and will be answered as soon
as possible