Purchase orders are different from purchase order letters. In a purchase order, all you need to do is fill out a form to provide information on the supplies or equipment that you need to purchase. In a purchase order letter, you are also communicating niceties with the supplier or vendor. This type of letter is often used to help reach out to vendors and suppliers by communicating your needs.
Needless to say, purchase order letters are written professionally but in a light tone. There are a few things that you need to look out for when writing a purchase letter:
• Provide a clear and concise list of items needed, along with required quantities
• Give suppliers or vendors enough time to pull, ready and deliver your orders
• Indicate product code or item number wherever applicable
• Date your letter accurately so that an order date can be identified later
• Enclose a purchase order form in case there are many items to be ordered
• Mention mode of delivery so that no confusion prevails later
• Provide vendor or supplier with payment method and advance payment options
There! This concludes how to write a purchase order letter! But wait! You do not have to hurry to write your own when you can take ideas from the following sample:
Purchase Order Letter Sample
May 5, 2015
Mr. Graham Pollack
Procurement Officer
Oriental Office Supplies
102 Justice Road
West Valley City, UT 81973
Dear Mr. Pollack:
Thank you for sending the catalogues for the new office supplies and equipment that you have added to your inventory. It is indeed quite a collection of things from which Outbox can definitely benefit.
As your catalogues came at the right time, I would like to order some items that I have selected from them in addition to the office supplies that I order on a regular basis. Since you have mentioned item numbers on the catalogues, I will refer to them so that you can easily pick them out. Please refer below for the list of supplies that we need:
| Item Type | Item Number | Quantity |
| A4 Sized Papers | OPF-210 | 500 packs |
| Glue | OPF-1100 | 100 sticks |
| Blue Pens | OPF-9654 | 200 |
| Electric Sharpeners | OOF-8293 | 5 |
| Handheld Paper Shredder | OOF-8241 | 10 |
| Highlighting Torches | OOF-0221 | 50 |
Please have these delivered to our office by May 1, 2015 at the very latest. While we can provide a larger timeline for the new products (the ones that have item numbers mentioned), we will need the rest by May 1 as we are slowly running short of them. If possible, please send me a quotation for all these items through email or fax, as soon as possible so that I can have the payment ready. As always, the payment method will be in the form of a check made out to Oriental Office Supplies.
I look forward to your prompt reply.
Sincerely,
Sarah Hedgens
Procurement Officer, Outbox
290 Decker Lake Road, West Valley City, UT 91038
Tel: (777) 777-7777, Fax: (222) 222-2222, Emial: sarahedgens @ outbox . com