How to Write a Letter on Placing an Order (Format & Example)

To avoid any confusion or incorrect deliveries, your letter must include:

1. Reference to a Quotation/Catalog: Mention how you know about their products (e.g., 'With reference to your catalog dated...').
2. A Clear Tabular List: Always use a table detailing the Serial Number, Item Name, Brand/Description, and Quantity.
3. Delivery Date & Location: Specify by when you need the items and exactly where they should be shipped.
4. Payment Terms: Mention whether payment will be made via cheque, demand draft, or cash upon delivery, and remind them of any agreed-upon discounts.

1. Sender's Address (Your address)
2. Date (e.g., 15 May 2024)
3. Receiver's Address (The Manager, [Company Name])
4. Subject: Placing an order for [Items]
5. Salutation: Sir/Madam
6. Body of the Letter (Introduction, Table of Items, Delivery and Payment details)
7. Complimentary Close: Yours faithfully / Yours sincerely
8. Signature and Name

Sender: Sports In-charge, St. Xavier's School, Delhi Date: 20 October 2024 Receiver: The Manager, Pioneer Sports Co., Meerut

Subject: Placing an order for sports equipment.

Sir, With reference to your quotation dated 10 October 2024, we are pleased to place an order for the following sports items for our school.

• S.No 1 | Cricket Bats (SS) | Quantity: 10
• S.No 2 | Footballs (Nivia) | Quantity: 15
• S.No 3 | Tennis Balls | Quantity: 50

All the items should be of premium quality and securely packed to avoid damage during transit. Please deliver the items to the school premises between 9 AM and 2 PM on or before 30 October 2024.

As discussed, please apply the 15% institutional discount on the final bill. Payment will be made via Cheque immediately upon the successful delivery of the goods.

Yours faithfully, (Signature) Rahul Sharma Sports In-charge