LETTER WRITING
Placing Orders
An order letter is a contract of selling and purchasing or services. Orders are considered one of the simplest types of direct request. While placing an order, you need not excite your reader’s interest; just state your needs clearly and directly.
Many companies use special forms for ordering merchandise or service. They may use their own, called a purchase order, or one provided by the seller, called an order form. These forms have blank spaces to ensure the inclusion of all necessary information. Their advantage is that they enable a company to number and so carefully file all expenditures.
Nevertheless, there will be times when an order must be put into letter format. At such times, you must be sure to include COMPLETE, ACCURATE INFORMATION because incomplete orders result in delayed deliveries, and inaccurate facts result in receipt of the wrong merchandise.
Here are some suggestions for writing effective order letters.
1. Give the Information in a Clear Format
To make your letter easy to read, do one of the following:
• Write a separate, single-spaced paragraph for each item, with double spacing between paragraphs.
• Arrange your order in a tabular form similar to an order blank.
When several sets of numbers, items, and prices are given, tabular form is clearer than writing the information in sentences.
2. Write Orders, not Just Hints
Legally, an order letter is the “offer” portion of a contract. The “acceptance” portion of the contract is completed when the seller sends the merchandise. Use specific and direct openings such as “please send me” Or “Please ship…” rather than vague phrases such as “I’m interested in ….” Or “I’d like to….”
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