A letter that acknowledges the receipt of an order from the buyer is known to be an order confirmation letter. It is a letter that tells the buyer (Sender) that the order has not been lost, misplaced or stolen and also indicates that proper steps are being taken to satisfy the buyer, sometimes if there is any delay for shipment according to order placed, the reason is also communicated to the buyer through such letter:
Order confirmation letter must express the seller’s pleasure and gratitude must appreciate the buyer’s interest in the goods and must be a medium of mentioning the favorable aspects of the goods, terms and other services. Such a draft will create a psychological value upon the goods and services to be shipped.
Acknowledgment through-such letter provides a legal acceptance of all the points mentioned in the order. Hence, the order must be read carefully before accepting and acknowledging it.
Subject Matter of Order Confirmation Letter
According to L. Gartside, the following five (5) matters should be included by a seller in an order confirmation letter.
- A nice compliment for receiving the order
- Pleasure and gratitude for favorable order
- Assurance for prompt and attentive effort towards execution of the order
- To raise attention for other catchy products.
- The desire for a future order.
Babenroth & Parkhurst have given the emphasis on the following two points to be included in an order confirmation letter:
- Thanking the buyer for giving the order.
- Repetition of order to avoid confusion.
Furthermore, the following matters are also mentioned in such letter:
- Shipment date of goods
- Transportation and packing
- Payment system.
Definition of Order Letter
The quotations are the ‘offer’ made by the seller and the order through a letter is the ‘acceptance’ of the offer. This offer is the link that establishes a legal relationship between the seller and the buyer and therefore the buyer can purchase and the seller can sell goods or services. Simply, a letter of order is an instruction from a buyer to a” seller to supply goods or services.
In a broad, sense, an order letter is a letter that carries messages to the seller requesting him to send the specified goods on stated terms and conditions agreed upon previously.
Such a letter includes product-related information like quantity, value, date of shipment, terms of sale, payment system and other^ While drafting an order letter, the buyer must make order in a clear, complete and accurate way so that it may be correctly understood and promptly executed by the seller or producer.
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