Purchase Order Letter

Purchase Order Letter



A Purchase order letter is written by the company that wishes to place an order of products or services to the receiving company. The letter states the types of goods required with sufficient details for the supplying company to fulfill the order. Terms and conditions may also be included in such a letter. The letter mentions the characteristics of the goods being sold. The letter also contains information regarding the goods’ returns policy and other information that is relevant.

The letter is written as a formal acknowledgment from the side of the purchaser that he/ she wishes to buy the products or services. The letter should mention the dates of the required drop-off of the orders. The letter should include information regarding the quantities of the goods required and other information regarding the dimensions of the goods, their weight, dimensions and other useful information.

Sample Letter

The following is a Sample Purchase Order Letter.


Robert S. Bunch,

Purchasing Manager,

Rodeo Enterprise,

Cambridge, IL 61238,

The United States of America.



Fred B. Guild,

Store Manager,

Fuller Productions Industry,

The United States of America.

Subject: Purchase Order for Products.

Dear Mr. Guild,

On behalf of Rodeo Enterprise, I would like to place an order for the following products from your company. Please refer to the attachment for the order list. Please contact the procurement manager for any discrepancies.

The terms and conditions will be the same as per our previous orders; that is, cash on delivery. Please note the special condition with this batch of order; that is, the products on the order list must be delivered within a month from the date of this order letter. This is of utmost importance and please ensure that we receive the inventory on time.

We are in an instant rush for our annual year-end production, and we need these products within a month to meet our production target. If you miss our specified delivery target, there will be a penalty incurred on your pricing, as per our business collaboration contract which is effective until the end of YYYY. Please refer to the firm contract for information.

Thank you for your kind understanding and prompt service. Please feel free to contact me for further clarifications on this purchase order. You may also contact Mr. Robert Benson, Head of Sales, at name@email.com.

Yours Sincerely,

Robert S. Bunch,

Purchasing Manager.

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