Letter 2.6.

Date: 2015-10-07; view: 411.

ORDERS

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 track 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.

Every order should include:

1. the name of the item being ordered;

2. the item's number (catalog number, style number, model number, etc.);

3. quantity desired (often in large units such as dozens, cases, reams, etc.);

4. description (such as size, weight, color, material, finish, extra features);

5. unit price;

6. applicable discounts;

7. applicable sales tax;

8. total price;

9. method of payment (such as charge account, including the account number; c.o.d.; check; etc.);

10. desired delivery date;

11. method of shipment (such as parcel post or air express);

12. delivery address (which may vary from the billing address);

13. authorized signature.

In addition, if your order is in response to an advertisement, you should mention the source (such as the title and issue date of a magazine or newspaper).

The following letter would run into trouble:

First of all, an order clerk would not know what to send this customer unless the company manufactured only one style of weather vane for $34.95. Moreover, instead of providing NECESSARY FACTS, the writer included unnecessary details. Generally, it is NOT NECESSARY TO MENTION A REASON FOR AN ORDER. Orders are routine and handled in quantity; as long as you are a paying customer, your motive for buying does not interest the seller.

While the preceding letter would require correspondence before the order could be shipped, the letter below would elicit prompt delivery.