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18.10.2015, 18:36 | |
ORDER LETERS The letter ordering the goods
should be so clear that it could not possible be to misunderstand. It should be
exact and complete in every detail as to quantity, quality, size, number,
catalogue page and number, shape style, color, price of each, or other item
(use sample of paper, cloth) helping toward exact identification. If the buyer
is to pay transportation charges, he should specify how the order is to be
shipped – mail, express, or freight – unless he leaves this matter to the one
who ships. Give complete instruction for shipping. Printed order blanks may be used, but in any case a few
words should be written in addition to those giving the items and exact
instructions relative to the order. Write each item on a separate line
beginning at the paragraph margin. If payment is enclosed, state the exact
amount and the form in which it is sent – stamps, currency, check, draft, or
money order. An enclosure should be clipped to the letter, and in the lower
left-hand corner should be written "enclosure”.
The advantages of the order form are
obvious. All the necessary instructions are printed and therefore no important
points can be forgotten. There is a space for method of transportation,
packing, delivery, insurance, payment term and marks. But the most essential
thing is to give an accurate description of the goods which you want to buy.
When defining the quality or type of goods wanted, the catalogue should be
quoted. The quantity of each ordered item should be clearly stated.
Instructions must be given about all necessary documents – Bill of Lading,
Certificate of Origin, Consular Invoices – and about the packing, marking and
forwarding of the goods. The Order Form number should be quoted in all
correspondence. When a covering letter is sent with an order form, essential
details will be contained in the form and additional explanations in the
letter. After receiving an order the usual
practice is to acknowledge it at
once. This is often done on ready-printed form. In this way the buyer knows
that his order has been received and is receiving attention.
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