How to Write an Order Letter

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An order letter, also known as a purchase order or PO, begins the paper trail of a specific purchase. The objective is to provide the vendor with detailed instructions for fulfilling an order. It also serves as a legal record of the transaction and, consequently, should be written with care.

Your intentions need to be clear and concise. Attention to detail is crucial. The reader will fill your order only according to your instructions; your satisfaction will depend largely upon their accuracy.

The scope should include only the information needed to fulfill the order. The vendor does not need to know why you are placing the order, what it is going to be used for or for whom it is intended. The vendor only needs to know when you expect delivery and how you intend to pay the bill.

In the sample order letter the writer purchases three specific widgets from an out of date vendor catalogue. The reader can infer that either an infrequent customer or a new customer is placing the order.