A confirmation letter for a verbal order is a formal request or form sent to a supplier or vendor to confirm an order previously placed verbally. This letter is sent by the individual or company that placed the order, and it includes details such as when the order was placed and the specifics of the order (i.e., items or goods ordered).
Importance of the Confirmation Letter for Verbal Order
In the business and trading world, verbal agreements are sometimes made between companies without written documentation. While this practice is acceptable, it carries the risk of misunderstandings, misplaced orders, or discrepancies in the order details. The confirmation letter for a verbal order serves several key purposes:
- Documentation:
It provides a written record of the verbal agreement, reducing the risk of disputes. - Clarity:
It ensures both parties have a clear understanding of the order details, including items, quantities, and prices. - Negotiation Opportunity:
It allows the supplier to review the terms and negotiate any discrepancies before shipping the order. - Legal Proof:
It serves as a legal document that can be referenced in case of a dispute, providing proof of the agreement.
Free Confirmation Letter for Verbal Order {PDF Form}
Here is a preview of a Free Fill-able Confirmation Letter for Verbal Order,
Here is the download link for this Confirmation Letter for Verbal Order,
Useful Tips for Writing a Confirmation Letter for Verbal Order
- Verify the Order:
Confirm that the order was indeed placed verbally by the appropriate employee or person in charge of purchases. - Gather Details:
Collect all necessary details, including order specifics, dates, and names of individuals involved in the verbal agreement. - Draft the Letter:
Create a rough draft to ensure all necessary information is included before writing the final letter. - Use Company Letterhead:
Write the letter on company letterhead to make it official and professional. - Address the Recipient:
If possible, address the letter to the specific individual who received the order. If not, make the letter general. - Include Names:
Mention the names of the individuals who made the verbal agreement, including the person who placed the order and the person who received it. - Detail the Order:
Provide a clear and detailed description of the order, including payment details and rates.
Sample Confirmation Letter for Verbal Order
Here’s a sample template to help you draft a confirmation letter for a verbal order:
[Your Company Letterhead]
[Your Name]
[Your Position]
[Your Company Name]
[Your Address]
[City, State, ZIP Code]
[Email Address]
[Phone Number]
[Date][Supplier’s Name]
[Supplier’s Company Name]
[Supplier’s Address]
[City, State, ZIP Code]Dear [Supplier’s Name],
Subject: Confirmation of Verbal Order Placed on [Date]
I hope this letter finds you well. I am writing to confirm the details of the verbal order placed by [Your Company Name] on [Date] with [Supplier’s Company Name]. The order was placed by [Name of Your Employee] and received by [Name of Supplier’s Employee].
Order Details:
- Item 1: [Description, Quantity, Price]
- Item 2: [Description, Quantity, Price]
- Item 3: [Description, Quantity, Price]
Payment Terms:
- Total Amount: [Total Amount]
- Payment Method: [Payment Method]
- Due Date: [Due Date]
We kindly request that you review these details and confirm that everything is accurate. If there are any discrepancies or if you need further clarification, please contact us at your earliest convenience to discuss and resolve any issues.
Please acknowledge receipt of this confirmation letter and confirm the order details by [Date]. We look forward to receiving the goods as agreed.
Thank you for your cooperation.
Sincerely,
[Your Name]
[Your Position]
[Your Signature]
By following these guidelines and using the sample template, you can create an effective and professional confirmation letter for a verbal order, ensuring clarity and reducing the risk of misunderstandings in your business transactions.
