Which Points Should Be Used In Writing An Order Letter?

Specification of Goods:
                   The order letter should contain complete and exact information of the goods ordered. It should clearly state their kind, colour, size, style, degree of fineness, number etc. When ordering the goods, reference number of catalogue or letter should be mentioned. If there is any identifying number for each item, it should also be given. If all these pieces of information are there in the order letter, the seller will be at ease to perform his duty.

The price of the Goods:
                   The buyer must specify the price at which he is ready to purchase the goods ordered. The buyer may state the maximum limit at which the purchase will be accepted or he may leave it to the discretion of the seller with a request that the lowest price may be charged. However, if the buyer mentions the price in his order, the seller should not exceed the limit without communicating to him.

The Mode of Payment:    
                   The order letter should state clearly whether the goods might be purchased against cash payment through a scheduled bank or on credit for 30 days or so or on immediate payment with the mention of discount or against bank draft or by cheque etc. When a cheque, draft or money order is enclosed in payment, it should be stated in the letter. When the buyer has an open account (i.e. pre-arranged credit) with the seller, the order is generally charged to the open account. If the letter is a first order to the seller, either payment should be enclosed or a couple of references should be given.

The Time Allowed for Delivery:
                  Time of delivery is an essential matter. The order letter should state clearly the time limit within which the delivery should be made. If the buyer does not mention the time limit, he cannot blame the seller for any delay in the delivery of goods.

The Mode of Carriage:
                   When there is no standing arrangement between the buyer and the seller as to the mode of carriage, the buyer should state whether the goods should be sent by parcel post, good train, passenger train or by steamer or by road etc. If complete directions are given and the seller departs from them, he is responsible for any consequent loss or delay. If the instructions are followed, the buyer will be responsible for any loss or delay.

Special Instructions:  
                 Sometimes the buyer gives special instructions for packing, insurance the payment of customs duty etc. These should be mentioned at the end of the letter.

The following points should be adopted:-
1. Heading – letter head and Date
A heading shows where the letter is comes from, and if it is letterhead stationery, it is usually at the top centre of the letter.
Either letterhead or your own address should be at the top of the letter before the date and before the name and address of the receiver of your letter.
2. Inside Address
The inside address should begin with the addressee's name preceded by a courtesy and /or professional title. Always blocked at the left-hand margin, the inside address includes the name and address of the individual, group or organization to whom you are writing.
3. Salutation
Salutations are typed on the second line below the inside address and two lines above the body of the letter.
4. Body
Most letters are typed single-spaced, with two spaces between paragraphs, before and after the salutation, and before the complementary close.
5. Complimentary Close
The most popular complimentary closes in American letters are:-
Sincerely,
Yours truly,
Yours Sincerely
In other parts of the world closings like Best regards, Best wishes are also used.
6. Signature Area
You can include in the signature area several identifications: name of your company, your signature, your typewritten name and your business title.
7. Reference Section
The reference section may include information about the message composer, the typist and sometimes word processing data.