Order Letters

                        When ordering goods, care must be taken to state

requirements clearly so that the seller will not be confused about the exact goods asked for. It should never be necessary for them to refer to former order or to white for further details. If goods are ordered from a catalogue or numbered list, the clearest indication that can be given is to quote the catalogue or list number.The date when delivery is required should be stated,  also the preferred method of transport-road, rail, sea, or air. The goods may be required at the office address or at the warehouse address of the firm. They may even be delivered direct to the address of a customer of the buyers. It is essential, therefore, to state where the goods are to be sent.

Remember that all relevant information should be given in an order letter. It is more business-like-and certainly it helps to prevent orders being misread-to tabulate the items required.As a guide to the paragraphing of an order letter you should include:

a. Reference to a source of information

b. List of goods to be ordered

c. Quantity, quality, price, catalogue number (if any)

d. Details of delivery and payment

e. An order number

The order letter is used to order goods in accordance with the amount which is required by company either by using official order form or not.

There ate two ways in making order, they are:

1. Order without using official order form

2. Order by using official order form.

Order without using official order form can be done

by only writing a letter with all details of orders by directly enclosed it in that letter. Thus, this letter functioned as an order letter, therefore the content must clear, brief and direct to the purpose.

While in great companies, generally, order is done by using official order form. Every time you want to make order, you can fill in the available columns.

An order form or often called a purchase order (PO) usually consists of these rows:

- No. (number)                       

- Unit price

- Description/ items                

- Amount

- Quantity

- Delivery date

- Type                                     

- Terms of payment

A. Opening Paragraph

- We have received your letter of ….(date) and should  be glad if you would accept our order for the following goods.

- We are obliged to your quotation/letter of …(date) and should be glad if you would accept our order for the following goods.

- We thank you for your letter of … (date) and enclose  our official order for the following goods.

- We have received your quotation of … (date) and please send me the following goods as soon as possible.

- We have received your letter are satisfactory, pleas arrange to deliver the following goods as quickly as possible.

B. Describing Method of Payment

- We shall pay for the goods by bankers transfer on receipt of your pro-forma invoice. Pro-forma invoice is invoice that give detail of goods being tend and it sent to the customer in advance of the goods themselves.

- We shall open a letter of credit as soon as we receive your pro-forma invoice

- We shall pay for the goods by banker’s transfer within 20 days from the date of delivery.

C. Closing Paragraph

- We would be grateful for your prompt delivery as the goods are urgently needed.

- We look forward to receiving your advice of delivery by return

- Please kindly acknowledge this order and confirm that you will be able to deliver the goods by the end of this year.

Language Study

-          We would like to …..

-          We enclose ….

-          We shall pay for the goods …. (for cheque)

Task / Exercise

- Write a letter to Nancy L. Miller of Sony Television Corporation Inc 234 Avenue Street, Porthmout, Virginia 23002 from Henry L. Smith of Empire International service Inc 256 Green one Avenue, Baltimore, Maryland 21245. Thank for a catalogue, price-list and enclose an official order form No. 23 Dc for 40xz Sony Television Cat. Ref.34LA. State the payment by banker’s transfer on receipt of pro-forma invoice and request delivery within two weeks.

INDONESIAN MODERN OFFICE EQUIPMENT LTD
Jln.Samudra Raya

No. 35B
Bandung 23001

Your ref: MP/DC/ 21

Our ref : AM/ L/ 2B

27^th November, 2006

Mr. William C Parker

Marketing Manager

International Corporation Ltd

Jln. Rafflesia no. 23

Jakarta

Dear Mr. William,

                        Subject: Purchase Order No.365 T.

Thank you for your letter of 15 November, enclosing your catalogue, price-list, and terms of payment.

We have studied your catalogue very carefully and are very pleased with the quality of the typewriters

you offered.

We enclose our purchase order and shall pay for the typewriters by banker’s transfer on receipt of your

pro-forma invoice

Yours Sincerely,

Alan P. Mardinata

Salles Manager

reference :http://diah_aw.staff.gunadarma.ac.id/Downloads

Opinion Of Cigarettes

Roko ? suatu benda kurang berguna yang berisi tembakau dan dibungkus kertas, namun rokok menyenangkan. saya seorang perokok , bisa di bilang perokok aktif , saya mulai merokok saat usia saya 16 tahun, memang semua orang bilang bahwa merokok itu tidak baik untuk kesehatan, pemborosan, kalau di bilang enak ya tidak enak, kalau di bilang menyenangkan ya memeang cukup menyenangkan, dimana rokok selalu jadi teman ketika saya sedang sendiri, mengerjakan sesuatu, menunggu sesuatu.

Merokok juga menurut saya ketika kita di tempat kermaian dan di tempat tersebut tidak ada larangan merokok bisa menambahkan rasa percaya diri saya, bisa di bilang tidak gerogi ketika berjalan di depan orang banyak, contoh nya di depan kampus ketika saya sedang berjalan di depan orang banyak yang berada di dalam kampus rasa gerogi hilang ketika saya merokok.

Tapi saya masi punya banyak alasan kenapa saya masi tetap merokok sampai saat ini, yaitu, ini soal kebiasaan, kebiasaan saya yang harus merokok setiap hari karena suatu kebiasaan memang agak sulit untuk di hilangkan , kebiasaan yang di dorong dengan sugesti, contoh kecil nya ketika kita lapar kita harus makan, begitu pula merokok ketika di mulut berasa tidak enak atau bahasa umum perokok itu (asem) kita secara spontan langsung merokok, jadi alesan saya merokok itu bukan karena enak atau tidak enak tapi kebiasaan yang sudah sering saya lakukan.

10 Types Of Business Letters

Letter writing may be considered a dead art, but it's alive and well when it comes to writing business letters. A business’ written correspondence comes in many forms, but they are commonly created with all the text aligned to the left or with slight variations. Business letters are printed on company letterhead, showing your company's complete contact information. Content is arranged from the top, including the date, attention line, inside address, subject line, salutation, body of the letter, complimentary closing and signature. Reference initials, enclosure notation and copy notation are used if necessary.

      1.      Letters of Inquiry

Letters of inquiry are sent by company officials, executives, managers and others conducting company business to request information from outside the company, such as equipment features and pricing, or service offerings.

      2.      Adjustment

Accounting or sales managers may need to notify customers of adjustments to their accounts, bills or lines of credit with a formal letter acknowledging these business transactions.

      3.      Congratulations and Appreciation

Company officials involved in management, outside business units, or community partnerships or sponsorships write letters of congratulations and appreciation for workers, departments and members of the wider community who have reached milestones or deserve formal recognition.

      4.      Business Invitations

Business invitations to events such as conventions, exhibitions, fundraising dinners or other important events are written as business letters.

      5.      Business Announcements

Business announcements of important activities such as opening a new line of business, hiring a new company president or CEO, or going public are drafted as business letters to notify community leaders, business partners and others.

      6.      Order Acknowledgements

Sales managers or business development managers may send formal business letters to acknowledge large or special orders, especially for key accounts that require special attention.

      7.      Letters of Credit

Accounting managers and chief financial officers notify customers that credit lines have been established, authorized or extended with letters of credit that represent a legal financial agreement.

      8.      Collection Letters

Accounting managers, collections managers and account representatives notify customers who are late paying invoices with payment reminders as well as impending collection activity with collection letters.

      9.      Shareholder Updates

Company officials tell shareholders about quarterly and annual profits, losses and other business, financial and organizational information through formal letters.

      10.  Letters of Condolence and Sympathy

Companies send formal letters of condolence and sympathy to good customers, local community organizations, government officials, suppliers, vendors, and others when a death or tragedy occurs.

References

1). 300+ Successful Business Letters for All Occasions; Alan Bond and Nancy Schuman

Bibliography

1). http://woman.thenest.com/10-types-business-letters-11020.htm