LETTER: ORDER

 

A.    ORDER LETTER

 

Order letter must be written very carefully as the whole business depends on order and supply chain. Hence, it must include:

1.    Thank to the supplier for his quotations, especially when supplier offers special terms & discounts.

2.    All essential details of the goods like exact trade name of goods, quality, size, shape, color, design, style, mode, price of goods with reference to catalogue & price list provided by supplier.

3.    The exact quality desired for each item in words as well as figures to avoid confusion.

4.    Special instruction regarding packing and mention mode of transport i.e. goods are dispatched by rail, road and/or water transport etc.

5.    Special instructions about the insurance of goods, if required.

6.    Specific the time & place of delivery.

7.    Assurance about after sales services, if needed.

8.    The terms related to the manner of payment e.g. Draft, Cheque and Bill of exchange etc.

9.    The writer must be careful while drafting order letter, because it has legal significance & can be produced as legal evidence, if any dispute is arisen in future.

 

 

 

B.    EXECUTION OF ORDER:

 

Execution of an order letter is a letter of acknowledgment. While drafting the execution of the order letter we must-

 

1.    -thank to the party for his order.

2.    send specifications regarding the dispatch of goods ordered and date of the consignment dispatched.

3.    attach a copy of invoice to letter.

4.    mention the mode of dispatch like post parcel, rail, road, ship or air etc.

5.    mention about enclosures of receipt such as lorry receipt, railway receipt, bill of loading etc.

6.    assure the buyer about the super quality of the goods.

7.    request to the party for payment as per the terms agreed between them through previous correspondence.

8.    adopt pleasant & personal tone throughout the letter & express your readiness to serve the buyer in all possible ways in future.

 

C.    DECLINING THE ORDER:

 

Sometimes, it happens that due to some unavoidable circumstances, the seller does not find himself in a position to execute the order, and he declines the order. There may be several reasons-

1.     low prize demand by the buyer.

2.    High demand of discount.

3.     Demand of less quantity.

4.    Availability of less quantity.

5.    Disagreement between sell and buyer

6.      Credibility of buyer is suspected.

7.     Difficulties like strike, lockout, breakdown or shortage of raw material etc.

 

While drafting the cancellation of the order letter we must be careful as in the future the same buyer may come with another business opportunity. A declined letter must-:

 

1.     Give thanks to the buyer for his order.

2.    Express regret for inability to meet buyer’s requirement.

3.     Give an alternative (similar product).

4.    State politely the reason for refusing order.

5.    Draw the attention of the buyer about the low quote or high discount etc , if the problem is related to prize.

6.      Express hope for the opportunity to serve the buyer another time.