A purchase order letter serves as a legally binding agreement between the buyer and supplier, and it typically includes important details such as payment terms, shipping and delivery information, and contact information for any questions or issues related to the order. It also serves as a record of the purchase for both the buyer and supplier for future reference.
In this article, we will explain how to write a purchase order letter and also provides some free purchase order letter samples and templates.
Contents
Purchase Order Letter:
A purchase order (PO) letter is a document that is used to request goods or services from a supplier.
How to write a purchase order letter?
Here are some steps that you can follow to write a purchase order letter.
It is important that you should use your company’s letterhead to write any letter. This includes company’s logo, address and contact information.
Include the date of the letter and the name and address of the supplier.
Mention the goods or services you are ordering, including the quantity, price, and total cost of the order.
Include any special instructions or terms related to the purchase, such as delivery date, payment terms, and warranty information.
Include a purchase order number for reference and tracking.
Provide your contact information for any questions related to the order.
Close the letter with a formal closing, such as “Sincerely,” and your name and title.
Review and proofread the letter for accuracy before sending it to the supplier.
Format and example of a Purchase Order Letter:
A purchase order letter follows a formal business letter format. Below, we are explaining its format and an example of PO letter.
Letterhead: Include your company’s name, address, phone number, and email address at the top of the letter.
Date: Include the date of the letter in the top right corner of the page.
Recipient’s address: Include the name and address of the supplier.
Salutation: Begin the letter with a formal salutation, such as “Dear [Supplier’s Name],”
Body of the letter: This is where you include the details of the purchase order. You can include the following information:
Description and total quantity of the items and goods that you are ordering.
Payment terms and conditions
Shipping and delivery details
Contact information for any questions or issues related to the order
Closing: End the letter with a formal closing, such as “Sincerely,” and your name and title.
Purchase order number: Include a purchase order number for reference and tracking.
Signature: Sign the letter by hand if it is a hard copy, or if it is in digital format, then you can type your name.
A format of a Purchase Order Letter
[Your Company Name and Letterhead]
[Date]
[Supplier Name and Address]
Dear [Supplier Name],
I am writing to request the following goods/services from your company:
[Item Description] Quantity: [Quantity] Unit Price: [Unit Price] Total Cost: [Total Cost]
The delivery date for these goods/services is [Delivery Date]. Payment terms are [Payment Terms]. Please let us know if there are any issues with the above details.
If you have any questions, please contact me at [Your Contact Information].
Thank you for your prompt attention to this matter.
Sincerely,
[Your Name] [Your Title]
Purchase Order Number: [Number]
***Please note that this is just an example, you can edit it according to your matter and needs.
An example of a Purchase Order Letter
Purchase Order Letter Samples:
Here are some examples of purchase order letters that you can download for free. These free templates can be edit so download anyone and change the matter according to your needs and requirements.
