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hello everyone and welcome to our next lecture on orders and replies so let's begin right so first you have to understand what our order letters for so an order letter from its name is to make an order therefore you want to purchase or you want to buy goods or products or services from another party it could be a company or it could be an individual person but you want to buy these products or services therefore you need to write an order letter so you require an order letter when the decision to buy has already been made based on a promise service quality and even price therefore you probably have already discussed with the person involved and you have made the decision based on certain promises of services and promises of the price discounts and particular terms so once you have decided all that you have made a decision to buy and therefore after that you are now writing the official order letter therefore the order letter should confirm details of purchase so you have all these details that you were promised so you want to confirm them in an order letter as black and white so it can serve as a legal record of transaction meaning that it is an actual black and white document which you can use in fact to sue the other party if they did not deliver on what they promised you okay so why is it so important to write an order letter and properly well the reader or the company or the person that you are buying from they will fill out your order based on the instructions given in your order letter so whatever you've discussed probably in terms of the price and how it's going to be delivered how are you going to pay them it's everything in the order letter and they will fill it out based on your instructions how many of the product in what color and that sort of thing so if it is not specified in your order letter it cannot be claimed if something goes wrong so if you've discussed it and the person had promised you that if you did not put it in the order letter you cannot claim that hey you promised me this and you should give me this but if it's not in your order letter there is no black and white no evidence no proof so this is important to solidify verbal agreements so you agreed verbally but now you're putting it in black and white as an official document right so how do you write an order letter your subject has to be clear and specific so you can use words like purchase meaning to buy so purchase of what what item and you may even give the name of your company so that is specific and it's clear you can use purchasing of the item you can even give the order number to make it even more specific easier for their reference making an order of desktop computers of late King and order you make an order or you place an order all right now what about the introduction so you begin by giving a reference meaning you refer them to any previous emails or letters or correspondence that you have made before this you can say with reference to your catalogue so you're talking about particular product or for information we have a pre-existing account with you business account number so-and-so so maybe you've been our customer or their client before you can give them an account number to make it easier oh thank you for your reply on my inquiries I've decided to purchase so you're letting them know that yes we've discussed this before okay then you state your objective of course in your introduction you must have your objective I would like to make the following purchases or on behalf of my company I am pleased to place an order for which product okay and then in the body of your letter you give the details okay and the terms and conditions of the purchase okay it may be numbered to make it easier and clearer but you have to make sure that it is in complete sentences all right so what sort of details in terms and conditions you can include there are some of these product specification you can give the model number of the product the color the size of it and you can talk about how many for example I want 50 red chairs or 13 units of tables etc and then you can talk about the price that you have discussed and then agreed upon so you can say maybe there were special terms maybe there were some discounts you discussed it verbally now you want to put it in black and white then you talk about you can talk about delivery or shipping date when exactly you need the orders to be sent to you in what method you may want to provide an address if it was not given before for example you don't want it sent to your office you want it to be sent to a warehouse or a different location you may need to provide that late delivery clauses meaning special terms for example if they delivered it late what's going to happen are you going to cancel the order or are you going to forfeit certain deposit maybe you've put already on the 20% of the deposit now you're saying if you deliver late then we're not going to pay the rest of it or you may ask for a discount reduction and how are you going to pay is it by a cash by cheque and Bank in these details may need to be mentioned in the body of your order letter finally to close of course very important you need to give them contact details in case there are any questions so they need to clarify they're not sure about your order then ask them for confirmation ask them to confirm that they've received your order of course you tell them that you hope for future business and finally of course you must offer your sex now what about order reply letters how do you write the subject so again it should also be clear and specific so some examples you can say confirmation of the purchase of what it is confirming the order of whatever or response to purchasing what are replying to order what specific you can have company name you can even have the particular product to start off in the introduction of an order reply you must first acknowledge or let them know that you have received the order details so they say thank you for your recent purchase give the date yeah the date with which company so that you know you let them know that we have safely received your order okay so we have received a letter you can give details like the dates and that sort of thing offer a progress report meaning right now which stage are we in processing the persons or your clients order okay we are currently working on getting your items shipped or delivered to you you can even let them know when to expect their products or their goods maybe in five working days three working days or in a week for example and then you give them confirmation they say yes we are going to confirm the details you may want to also number it you want to put one two three and four again just make sure that is in complete sentences you can go one by one and follow the order letter to say yes they'll come for me this how many quantity what color that sort of thing follow the order letter and then you could also assure them of their quality to say oh we are sure that you'll be very happy or very pleased with our product and we hope everything will meet your expectations finally you want to suggest your contact if there are any issues again or if you feel that there are some problems with the order you want to let them know that unfortunately we can't do this for you suggest contact let them know if there are any problems to contact you thank them for their business very Fortin because you want them to do business with you again and future business we look forward to doing business with you in the future right so that's about it and for further questions or discussion we will do that in class so thank you bye