Orders & their Execution

- Gowshikha Elangovan

ORDER - DEFINITION

A confirmed request by one party to another to  buy, sell,  deliver, or receive goods or services under specified  terms and conditions.

When accepted by the  receiving  party, an order becomes a legally binding contract.

AN ORDER - MEANING

• Thread – that establishes relationship between seller and the buyer.

• Clear , complete and accurate.

• Correctly understood and promptly executed.

Letters related to ordering of goods are central to a Company’s business. Order letters are routine letters and their effectiveness depends on the accuracy of the details.

ORDER FORM

• All firms use “order forms” or “order blanks” to place orders.

• printed with columns for all the necessary information

• Each order form is accompanied with a “ covering letter ” to mention some special information

HINTS FOR DRAFTING AN ORDER

• Thank the seller for the quotation.

• Specifications of the goods - trade name , catalogue no. , size, colour , style etc.. - price and discount - quantity desired - alternative , if accepted

•

• Shipment or forwarding methods . • Special instructions in packing, insurance ,marking etc..• The manner of payment

EXECUTION OF ORDERS

• promptly acknowledged• should express sellers pleasure & gratitude . • create psychological value which adds commercial value

Different categories of execution

1. Acknowledgments2. Follow-ups3. Confirmations4. Remittance5. Order acknowledgments6. Stopgap letters7. Enquiry replies8. Referrals9. Refusals

Should be written when you receive information, goods, services or money.

ACKNOWLEDGEMENT

February 14, 2010 Lindsay Office Products P.O. Box 1879 Spokane, Washington 98989 Dear Mr. Ahmed Thank you for sending me all the required information about your products and services. I’m sure that our materials department will contact you soon for placing an order for some of listed products that we are in urgent need. Sincerely Yours, Mohammed Salem Manager, employee relations

FOLLOW - UPSAfter an agreement has been made, it is wise to send a follow-up letter to establish a written record of transaction

February 14, 2010 Lindsay Office Products P.O. Box 1879 Spokane, Washington 98989 Dear Mr. Ahmed We are pleased that you will be attending our next week party. As we discussed in our telephone conversation, the party will be next Tuesday at 10:00 am. You will find in attachment a map showing our office in Riyadh city. See you soon. Sincerely Yours, Mohammed Salem Supervisor, Clerical Service

Example of follow-ups

CONFIRMATIONAfter an order is placed , a confirmation letter should be sent to customers in order to confirm their booking.

February 14, 2010 Mr. Mohammed Salem P.O. Box 62123 Saudi Arabia, Riyadh 11585 Dear Mr. Mohammed This is to confirm your booking for a single room with private bathroom for August 24-27. Your room will be available at 2:00 pm on the 24th of August 2010. Since you will be arriving in Jeddah by plane, you may want to take advantage of the hotel’s shuttle bus. This service is free of charge and the bus departs from the domestic terminal every hour. Cordially yours, Ahmed Abdullah Supervisor, Reservation Service

Example of confirmations

REMITTANCEwhen paying for goods or services by checks, a cover letter is required to explain what your enclosed check is for.

February 14, 2010 Gentlemen The enclosed check for $30,000 is the payment of invoice number 9015. Please credit my account (no. 123456). Yours truly,

Example of Remittance letter

ENQUIRIES

All enquiries should be replied even if you cannot provide enquirer with information. Enquiry replies usually begin with thanking enquirer for her/his letter and end by offering further assistance

Eg; Enquiry letter

Order acknowledgments

Orders should be acknowledged in order to welcome customers and encourage further business.Order acknowledgement should contain :

1. Order number and date2. Invoice number3. Shipping date4. Acknowledging method of payment

Eg: Order acknowledgements

February 15, 2010 Dear Berenice Thank you for your order number 123 dated February 14, 2010 for the following items: ITEM CATALOG # COLOR QTY PRICE Conference Desk HN-33080-WB Sandalwood 2 $478.60 ea. Credenza HN-36887-WK Sandalwood 2 431.40 ea. Executive Chair HP-56563-SE Toasted Tan 4 422.00 ea. File Cabinet HN-5344C-K Beige 2 135.90 ea. Letter Tray K5-299907-A Black 6 16.95 ea. We are eager to deliver this order to your premises on February 25, 2010. We are also pleased to inform you that invoice number 215 for these items will be attached to the delivery note and you will receive it along with the items. Sincerely Yours, Mohammed Salem Supervisor, Customers Service

Refusal Any order which is deemed to be

ineffective, incomplete , inaccurate may end up in refusal of orders

Such refusal letters must be in such a way that it should not be in a way to hurt the other party

The refusal must be promptly and politely said.

Eg: Refusal letter

Stopgap lettersStopgap letters inform customer that his enquiry or order has not been ignored and will be answered as soon as possible

Thank you