Page 191 - DENG102_COMMUNICATION_SKILLS_II

Communication Skills-II

notes 13.2 letters Placing orders

Orders are routine letters and their effectiveness depends on the accuracy of its details. Most of
the contents of an order can be tabulated. An order is a formal document, which places a demand
for goods or services, along with the details of the product/service required. Before placing an
order, one must get all the details of what you want to buy.

13.2.1 Ways to Place an order

Orders can be placed through:
1. Letter: Orders can be placed in the form of a letter, stating the reference number, price
quoted, specification of goods, quantity and quality required, time limit and discount.

2. Order form: These are standardized forms containing all the necessary instructions and
blank space to be filled at the time of sending out an order. Details to be given in an order
are easy to tabulate, and hence printed forms are used for placing orders. Sellers prepare
the forms with columns required for their products. This ensures that no essential details
are left out. The form makes it easy for the customer to place an order. Carbon copies as
required are arranged in the pad. Regular customers are given pads of forms. A set of
forms is sent with a quotation to encourage a potential customer to place an order.
3. Telephone/fax: Orders can be placed by telephone/fax. These must then be followed by a
letter, for future reference or record.

Task Collect order forms of various companies (available on internet) and find out
what all information/details you need to give to place an order with a company.

13.2.2 Drafting orders

Placing orders through an order form is quite simple, as it requires no formal language. Only the
blank spaces are to be filled in carefully.
While writing a letter for order, one needs to display good communication skills.

An order can be divided into three groups:
l First or trial order
l Repeat order
l Routine order

first or trial order

Prices and terms are settled by a quotation and discussion, and samples are approved; but you
have still to make sure that the seller gives efficient service, that is, proper packing, delivery of
goods in time, prompt receipts for payments etc. A trial order is placed to check the efficiency of
all this. A retailer may also place a trial order to find out the demand for a new product. Only a
small quantity is ordered for trial.

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