How to Write a Purchase Order Acceptance Letter

Purchase Order is a document that is sent by the buyer to the seller and serves as a contract between the two parties. Once the order is accepted by the seller, a purchase order acceptance form is issued. It’s however, always appreciated to send it along with the purchase order acceptance letter.

While writing a purchase order acceptance letter, you should follow semi block format if you have the letter head and if you do not have the letter head then write the letter by following full block format.

Below is a step by step guide of how to write a purchase order acceptance letter with semi block format.

Instructions

  • 1

    Letter Head:

    The letter head will contain the address of the sender which will come exactly in the center of the document after leaving a space of half inch from the beginning of the letter. It should also include the logo of the company. In case if you do not have a letterhead ready, follow the format below to create one quickly.

    Logo of the Company and Company Name
    Address
    Phone/Fax number
    E-mail (optional)

  • 2

    Date:

    Following the sender’s information, give a space of one line and then mention today’s date on the extreme right hand side of the document and follow the following format:

    dd/mm/yy.

  • 3

    Recipient’s Address:

    After mentioning the date give a space of one line and mention the recipient’s information on the left hand side of the document as following:

    Receiver’s Name
    Receiver’s Address
    Receiver’s Phone Number

  • 4

    Salutation:

    Next is the salutation which comes after a space of one line on the left hand side. Here you will address the recipient with Dear Mr/Mrs/Ms followed by his/her last name or else full name.

  • 5

    Main Body:

    The main body of the letter starts after giving a space of one line after the salutation and beginning from the left hand side. Here you will actually convey the message by putting it in the very first sentence that the purchase order has been accepted and mention the date on which the order will be delivered. Usually in these kinds of business letter where you are dealing with some kind of transaction, acceptance letter is attached with acceptance forms as in this case and you will be mentioning in the letter what documents are enclosed with this letter.

  • 6

    Closing:

    Now give a space of one line and put the closing on the extreme left hand side below the date. Close the letter by writing ‘sincerely’ and then give a gap of four lines so that the sender can put the signatures with ease. Don’t forget to type the sender’s name after the signatures.

  • 7

    Enclosure:

    After the closing, on the left hand side below the salutation, mention any documents that you have enclosed with the letter and give the number of documents within the brackets.

    Encl (#)

  • 8

    Sample Purchase Order Acceptance Letter:

    Tek Pvt Ltd
    149-A, Suite No 3
    5th Avenue
    London
    606-8867676
    10/06/2012

    Anne David
    Administration Officer
    44, Suite No 2,
    Main Boulevard
    A M Co
    London

    Dear Ms. David

    It is to inform you that the purchase order you sent on 25/05/20212 has been accepted by our company and will be delivered to you by 20/06/2012. Please find the purchase order form herewith.

    Thank you for choosing our company and we anticipate more transactions with you in future.

    Sincerely yours
    Signature of Joe Adams
    Joe Adams
    Trade Officer
    Encl(1)

  • 9

    Purchase Order Acceptance Letter Template:

    Company Name (and logo)
    Address
    Phone/Fax number
    E-mail (optional)
    dd/mm/yy.

    Receiver’s Name
    Receiver’s Address
    Receiver’s Phone Number

    Dear__________

    It is to inform you that the purchase order you sent on _________ has been accepted by our company andwill be delivered to you by ________. Please find the purchase order form herewith.

    Thank you for choosing our company and we anticipate _______________________.

    Sincerely yours
    Signature of the Sender
    Name of the Sender
    Designation
    Encl(#)

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