Letter of Placing an Order

What is a Letter of Placing an Order?

A Letter of Placing an Order is a letter we write when we want to buy something officially. It is usually written by a customer to a seller or company to place an order for goods or services.

Why do we write this letter?

We write this letter to:

1. Request items or products we want to buy.

2. Give details like quantity, size, color, or model.

3. Mention delivery instructions and address.

4. Ask about the payment method and expected delivery time.

5. Keep a written record of what we ordered (important for business deals).

Who can write it?

• Schools or institutions (for books, sports items, lab equipment, etc.)

• Shops or companies (for stock or office supplies)

• Any individual (if they want to make a formal bulk order)

Tips to Write a Good Letter of Order

1. Be clear and polite – You are requesting something, so use respectful language.

2. Mention details properly – Quantity, price, brand, etc.

3. Use a formal tone – This is a business letter.

4. Avoid grammar or spelling mistakes – It makes the letter look professional.

5. Give the correct delivery address and contact information.

Format

Sender’s Address:
[Your Full Address]
[City, State – Pin Code]

[Date]

Receiver’s Address:
The Sales Manager
[Company/Store Name]
[Company Address]

Subject: Placing an Order for [Item Name]

Salutation:
Sir/Madam

Paragraph 1 (Introduction):

• Mention the product or service you are interested in.

• State the purpose of the letter (placing an order).

• Mention where you found the information about the product (advertisement, catalogue, etc.).

• E.g.: "With reference to your advertisement", state that you are placing an order.

Paragraph 2 (Details of the Order):

• Clearly mention the item names, quantity, model number, and specifications.

• Request for a discount (if applicable).

• Mention delivery date and payment terms.

Paragraph 3 (Conclusion):

• "I hope you will ensure the quality and timely delivery of the products".

• Request confirmation of the order.

Closing:
Yours sincerely
[Your Full Name]
[Designation (if applicable)]
[Contact Details, if required]

Key Takeaways for Full Marks:

• Start with "With reference to your advertisement" in the opening.

• Use a clear table format for item details.

• End with "I hope you will ensure the quality and timely delivery of the products."

• Maintain a formal and polite tone throughout.

Questions (CBSE Class 10 Board Exam)

Question 1. You are Ananya Verma, Sports Coordinator of Bright Future Public School, Noida. Your school is organizing its annual sports event. Write a letter to the Sales Manager of Sunrise Sports and Stationery, Karol Bagh, New Delhi, placing an order for sports equipment. Mention the quantity, brand, and other necessary details. Request a discount and ensure timely delivery.

Answer:
Bright Future Public School
Sector 22, Noida

31st March 2025

The Sales Manager
Sunrise Sports and Stationery
Karol Bagh, New Delhi

Subject: Placing an Order for Sports Equipment

Sir/Madam

With reference to your advertisement in The Hindustan Times dated 25th March 2025, I would like to place an order for sports equipment required for our school’s annual sports event. Your products have been highly recommended, and we are impressed by the range and quality offered.

The details of the required items are as follows:

S.No. Item Name Quantity Model/Brand

1 Cricket Bats 15 SG Nexus Plus

2 Footballs 20 Cosco Thunder

3 Badminton Rackets 12 Yonex GR-303

4 Volleyballs 10 Nivia Spot Volley

We request you to offer a bulk discount as per your policy. Please ensure the delivery by 10th April 2025, as the event is scheduled for the 15th of April. The payment will be made through bank transfer upon successful delivery of the items in good condition.

I hope you will ensure the quality and timely delivery of the products. Kindly confirm the order at your earliest convenience.

Yours sincerely
Ananya Verma
Sports Coordinator
(Contact: 9876543210)

Question 2. You are Riya Sharma, Office In-Charge of Apex Public School, Gurgaon. Your school needs to purchase stationery items for the new academic session. Write a letter to the Sales Manager of Modern Stationery Mart, New Delhi, placing an order for notebooks, pens, whiteboard markers, and office files. Mention the quantity, brand, and other necessary details. Request a discount and ensure timely delivery.

Answer:
Apex Public School
Sector 15, Gurgaon

31st March 2025

The Sales Manager
Modern Stationery Mart
New Delhi

Subject: Placing an Order for Stationery Items

Sir/Madam

With reference to your advertisement in The Times of India dated 25th March 2025, I would like to place an order for stationery items required for our school office. We were impressed with the variety and reasonable prices mentioned in your advertisement.

The details of the required items are as follows:

S.No. Item Name Quantity Model/Brand

1 A4 Size Notebooks 200 Classmate

2 Blue Ballpoint Pens 500 Cello

3 Whiteboard Markers 100 Camlin

4 Office Files 150 Solo

We request you to offer us a bulk discount on the order. Please ensure the delivery by 15th April 2025. The payment will be made through online transfer upon receipt of the items in good condition.

I hope you will ensure the quality and timely delivery of the products. Kindly confirm the order at your earliest convenience.

Yours sincerely
Riya Sharma
Office In-Charge
(Contact: 9876543210)

Question 3:

You are Aryan Mehta, Librarian of Green Valley Public School, Dehradun. Your school library needs to purchase books for the upcoming session. Write a letter to the Sales Manager of National Book Depot, Delhi, placing an order for books. Mention quantity, titles, publishers, and request a discount and timely delivery.

Answer:

Green Valley Public School
Rajpur Road, Dehradun

3rd April 2025

The Sales Manager
National Book Depot
Connaught Place, Delhi

Subject: Placing an Order for Library Books

Sir/Madam
With reference to your catalogue received on 25th March 2025, I would like to place an order for the library books required for the new academic session. The books listed below are in great demand among students and teachers.

The details of the required items are as follows:

S.No. Book Title Quantity Publisher

1 Wings of Fire 10 Penguin

2 The Diary of a Young Girl 12 Scholastic

3 Malgudi Days 8 Indian Thought

4 Short Stories by Ruskin Bond 10 Rupa Publications

We request you to offer a reasonable school discount on this bulk purchase. Kindly ensure the delivery of all books by 15th April 2025, as we plan to reopen the library from 20th April 2025.

The payment will be made via cheque upon delivery and verification of the books in good condition.
Looking forward to your confirmation.

Yours sincerely
Aryan Mehta
Librarian
(Contact: 9876543221)

Question 4:

You are Tanvi Kapoor, Cultural Head of SamVed Senior Secondary School, Agra. Your school is organizing an inter-school art exhibition. Write a letter to the Sales Manager of Creative Supplies Store, Chandni Chowk, Delhi, placing an order for art and craft materials. Mention the quantity, brand, and request for a discount and timely delivery.

Answer:

SamVed Senior Secondary School
Civil Lines, Agra

3rd April 2025

The Sales Manager
Creative Supplies Store
Chandni Chowk, Delhi

Subject: Placing an Order for Art and Craft Supplies

Sir/Madam
With reference to your advertisement in The Indian Express dated 28th March 2025, I would like to place an order for art and craft materials needed for our upcoming inter-school art exhibition.

The details of the required items are as follows:

S.No. Item Name Quantity Brand

1 Acrylic Paint Set 25 Fevicryl

2 Paint Brushes (Set of 6) 30 Brustro

3 Canvas Sheets (A3 Size) 50 Camel

4 Handmade Papers 40 Packs Scholar

We request you to provide a bulk discount as per your store policy. Kindly deliver the materials by 18th April 2025, as the exhibition is scheduled for 22nd April 2025.

The payment will be made via UPI transfer once the items are received in good condition. Kindly confirm the order at your earliest convenience.

Yours sincerely
Tanvi Kapoor
Cultural Head
(Contact: 9876543225)