Orders and Their Compliance

A letter for ordering goods should be as clear as possible. It should contain:
1.The reference to catalog/price list advertisement etc.
2.The date of ordering goods.
3.The quantity, size, pattern, mark etc. of goods.
4.Per unit rate.
5.Mode of dispatch rail/road/air/sea etc.
6.O.B. /C.I.F. etc.
7.Mode of payment bank/hundi/direct.
An incomplete order will delay the execution of order sending order in a routine way.

  1. ABC Book House London

Date:
M/S Bloomsbury Bookstore
London
Dear Sir,
Please Send us the following books by transport and forward the documents through
the chartered bank:

  1. 1001 jokes 20 $. 12.00
  2. Business Letters Book 45 $. 18.00
  3. Commercial Letters Book 45 $. 18.00
  4. Lover Letters Book 45 $. 16.00
  5. School Easy 23 $. 18.00
  6. Love quotation 45 $. 16.00
  7. Everyday Letters 45 $.16.00
  8. Current Letters 45 $. 18.00
  9. College Essays 23 $. 18.00
  10. Speaking Course 45 $. 16.00

Thank you,
Yours faithfully
Bloomsbury Bookstore

Complying the Order

Bloomsbury Publishers,
London
Date:
M/S ABC Book House
Sales officer
Dear Sir,

In compliance with your order dated [Date], we have pleasure in informing you that we have today sent the goods by transport and forwarded the documents through chartered Bank. A copy of the invoice is enclosed for information. Please retire the documents for presentation.

Thanking you and assuring you of our best co-operation, always.

Yours faithfully,
Encl: Copy of invoice

Another Reply

Date:
Gentlemen,

We are sorry to tell you that we cannot execute your order in full as the titles on business letters, love letters, current letters, and college essays are out of print. Please, therefore, let us know per return if we may dispatch the other items of your order.

Yours faithfully,

  1. Placing Order after Seeing an Advertisement

Date:
Dear Sirs,
We have today seen your advertisement
in
TV and are pleased to place an order for supply of 3
airbags
model AN 230. Please send the goods by air and forward the documents
direct
to us for payment after one month. We may mention here that this is just a trial order and should the goods meet
satisfaction
of our customers, substantial orders will follow.
Thank you,
Yours faithfully,
Sending Goods of the Order

Date:
Dear Sirs,

We thank you for your order of [Date]. We have sent the goods by TWA and relevant documents are enclosed. Air freight has been paid here. The goods sent to you are of excellent quality with latest designs and we hope they will become very popular among your customers, particularly in view of their low prices.

Awaiting your further orders which will always receive our best attention in their execution,

Thank you,
Yours faithfully,
Encl: 1. Invoice. 2. Air Receipt.

  1. Placing Order after Receiving Quotations

Date:
Dear Sirs,

We thank you for your quotation No 340 dated [date] and have pleasure in placing the following order:

  1. Car Tyres 120 @ $ 420 each
  2. Truck tyres 120 @ $ 530 each
  3. Jeep tyres 220 @ $ 730 each
  4. Scooter tyres 380 @ $ 240 each

The goods should be sent by goods train Q.T.S., freight paid and documents through

bank

of China, for immediate payment. We shall be grateful for prompt compliance of the order as the goods are needed urgently.

Thanking you,
Yours faithfully,

Executing the order

Date:
Dear Sirs,

We are pleased to inform you that the goods of your order of [date] have been sent today by train and documents forwarded through your bankers. We hope the goods will safely reach you in good time and that you will have the fullest satisfaction.

Yours faithfully,

  1. Confirming a Telephonic Order

Date:
Address, City, State
Dear Sirs,

With further reference to the telephonic conversation of this afternoon, we confirm our order for supply of 22,000 Electric Bulbs of 60 W. @ $ 7 per bulb to us at our above address. Payment will be made against delivery of the goods.

Thanking you,
Yours faithfully,

Reply to Above

Date:
Dear Sirs,

In replay to your letter of [date], we are sending 22,000 electric bulbs of 60 W per bearer. Our bill in duplicate in enclosed. Please receive the goods and favor us with your cheque.

Assuring you of our best co-operation, always

Yours faithfully,

  1. Inability to Execute Order

Date:
Dear Sir,

We thank you for your order dated the [date] for eight small cabinets, to be delivered by the middle of [————–]. We greatly appreciate your interest in our furniture and we much wish we were in a position to execute your order. Of late we have received some large orders from some foreign firms which will keep our machinery and workmen busy for several months to come. Under the circumstances, it will not be possible for us to execute your esteemed order even if you were good enough to extend the delivery date by several months.

We may

however

, add that we have already placed an order for three new machines with a German firm for increasing our manufacturing capacity for small cabinets and should there be no further import restriction due to present emergency, the new machines will start functioning by the middle of [date]. That being so, our manufacturing capacity would

be doubles

and we shall be able to execute more orders than we are able to do now, we shall insert a circular in prominent newspapers also and shall inform our customers individually about the exact position some time in

middle

of [date].

Meanwhile, we are sorry for our inability to serve

you,

but are quite certain that you will understand that it is due to circumstances over which we have no control and you will extend us all possible cooperation in future also as you had been doing in the past.

Thanking you,

Yours faithfully,

  1. A Tabulated Order

Order Form
M.Y. & Brothers
City, State
Date:
Order No. 230
To
M/s X.Y. & Sons
City, State
Dear Sirs,

Please supply us the following goods by road transport and forward documents direct for payment in due course.

  1. 2 Doz. Full Plates A 324 M $ 70
  2. 4 Doz. Cups B 483 M $ 25
  3. 4 Doz. Plates C 349 M $ 35
  4. 4 Doz. Flowers glasses D 473 m $ 55
  5. Plain glasses D 483 M $ 45
  6. 7 Doz. Spoons E 483 M $ 15

Thank you,
Yours faithfully,
M.Y. & Brothers

Reply to Above
X.Y. & Sons
City, State
Date:
To
Messrs M.Y. & Brothers
City, State
Registered
Dear Sirs,

We thank you for your order No. 230 Dated [date] and have pleasure in informing you that we have today sent the goods by City Transport Co. G.R No. 3849 dated [date] and our bill no. 3847 dated [date] for M $ 8930 are enclosed.

Please send us your payment at an early date
Thanking you,
Yours faithfully,
X.Y. & Sons
City, State
Encl: As above.

  1. Placing an Order on Credit

Date:
Dear Sirs,

We thank you for your letter of [Date], along with your trade order from and have pleasure in informing you that we can place an initial order for $ 8390 provided you agree to give us a credit of 30 days,

We shall appreciate your reply by fax.

Thank you,
Yours faithfully,

Reply to Above
Fax No.
Date:
Dear Sirs,

We were pleased to have your letter of dated [date] about your intention to place an order worth $ 8390. We would too glad to send the goods but since we have had no occasion to deal with you in the past, may we request you to send us a business reference or a letter from your banker?

We shall now look forward to your reply.

Yours faithfully,

  1. Refusing to Execute an Order Until Expenses of Previous (Unretired) Documents Are Paid

Date:

Dear Sirs,

We thank you for an order of [date]. While referring to our records, we observe that documents of our bill. No. 4738 dated [date] which were sent to the bank of London, were not released by you and hence they had to be called back. An expense of $ 3500 was incurred on the same towards packing and freight and this was debited to your account vide our letter no. N/A35 dated [date].

We would appreciate your advising us per return if we may include this amount in your current bill. Otherwise, we regret we cannot execute your order.

Yours faithfully,

  1. Partial Execution of Order

Date:

Dear Sirs,

We thank you for your order no. 3874 of [date]. We have today sent all the books except 150 copies of Business letters as this book is in the press. The new addition will be available in about three weeks ‘time and we shall dispatch the books as soon as we receive from our binders. In the meanwhile, we thank you once again and assure you of our best co-operation always.

Yours faithfully,

  1. Offering A substitute Article

Date:

Dear Sirs,

We thank you for your order of [date]. We do not have in stock goods of A 343 variety nor there is any possibility of getting the same in the near future owing to recent import restriction imposed by the Government. M/s D.K.M industries have manufactured a similar variety and the same has been very much liked by our clients. We have today sent 30 pieces of this variety as against your requirement of 80 pieces and we are confident that the goods will meet your entire satisfaction.

As you will find from the enclosed bill, the prices are cheaper by 15% as compared with variety A 343.

We may add here that if by any chance you find any difficulty in selling these goods, please return the same at our expense and we shall immediately place the value of the same to your credit.

Thank you,

Yours faithfully,

  1. Refusing to Send Goods on Approval

Date:

Dear Sirs,

We thank you for your order no. MLA 73849 of [date], As a matter of business policy, we do not send any goods on approval. However, as a special case, we shall exchange any goods which you find are not selling to you.

We hope this will meet your satisfaction and you will confirm your order per return. While replying please also writes the name of your bankers through whom the documents should be sent.

Thank you,

Yours faithfully,

  1. Informing Purchaser about Increase in Price

Date:

Dear Sirs,

We are pleased to have your order of [Date]. Owing to the recent increase in duty, prices of all the goods have been revised effective 4th November and a revised list enclosed.

Please send us your fresh order which as usual will receive our careful attention and prompt execution.

Thank you,

Yours faithfully,

Note:

  1. Normally whenever prices are revised, a circular should be sent to your customers and preferably well before the date from which revision becomes effective.
  2. In case of the new customer who places the order on old prices, the order should not be executed until prior confirmation is obtained.
  3. In case of an old and regular customer, the order may be executed provided the revise in prices is marginal otherwise prior confirmation must be obtained.

In general, however, it is recommended that the supplier should seek prior confirmation, before executing the order at revised prices.

  1. Placing Order against a Circular

Date:

Dear Sir,

Would you kindly send us by parcel post immediately the following goods vide your circular date 2nd September?

  1. White thread quality A 5 lbs. $ 80 per lb.
  2. Black Thread quality A 4 lbs. $ 80 per lb.
  3. Blue thread quality A 3 lbs. $ 80 per lb.
  4. Dark green thread quality C 3 lbs. $ 40 per lb.

We shall cover the amount as soon as the same are received by us.

Yours faithfully,

  1. Asking for Free Sample of a Book

Alex Grey
XYZ College,
City, State
Date:
M/s Grey Book House
City, State
Dear Sirs,

I shall be glad if you will send me a free copy of your book entitled “[Book Name Here]”. Should the book meet requirements of our department, we shall buy 250 copies of the same. Also please let us know what discount will you offer and whether you will give us free packing and F.O.R. [City name here]

Thank you,
Yours faithfully,
Alex Grey

Reply to Above Sending the Specimen

M/s Grey Book House
City, State
Date:
Alex Grey
XYZ College,
City, State
Dear Sir,

We thank you for your letter dated [date]. We have today sent a specimen copy [Book Name Here]. We shall allow you a discount of 25% on order over 250 copies. Packing will be provided free and freight up to London borne by us.

We now look forward to hearing from you, soon
Yours faithfully,
For Grey Book House
Proprietor

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Printable Order Form Template

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