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PLACING AN ORDER
Placing an order requires two types of documents: the covering letter and the
order form.
COVERING LETTER
a. Sender’s address: the address of the person / company writing the letter.
b. Date
c. REFERENCE NUMBER
d. Receiver’s address: the address of the person / company you are writing to.
e. Attention line (optional): you can specify the subject of the letter or who you are specifically
writing to.
f. Letter opening / Salutation
g. Body of the letter: 5 PARAGRAPHS (Opening / information on payment / discounts / delivery
dates and methods / packing)
h. Complimentary close
i. Signature
BODY OF THE LETTER
Have a look at the following examples of an order (covering letter and order form):
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OPENING
Explain there is an order accompanying the Please find enclosed our Order No. _______ for __________.
letter
The enclosed order (_____) is for ___________.
Enclosed you will find our official order (nNo. B561) for…
PAYMENT
Confirm the terms of payment We would like to confirm that payment is to be made by an irrevocable letter
of credit which we have already applied to the bank for.
Once we have received your advice, we will send a banke’s draft to…
We would like to make the payment with __________
DISCOUNTS
Confirm the agreed discounts We would like to thank you for the 30% trade discount and 10% quantity
discount you allowed us.
We would like to say that the 25% trade discount is quite satisfactory.
We accept the 15% trade discount you offered.
DELIVERY
Confirm the delivery dates and methods It is essential that the goods are delivered before…
Delivery before ______ is a firm condition of this order, and we reserve the
right to refuse goods delivered after that time.
Please send the goods by ______ as we need them urgently.
We advise delivery by road to avoid constant handling of this consignment.
PACKING
Advise your supplier how you want the Each piece is to be individually wrapped in thick paper.
goods packed.
The machines must be well greased with all removable parts secured before
being loaded into crates.
