TOPIC IV

“PLACING ORDER”

NAMA KELOMPOK IV:

NI KOMANG WRI ARYANTINI (03) :1915644028

KADEK INA TIARA DEWI (11) :1915644103
IDA BAGUS MAHA KRISNA (18) :1915644136

POLITEKNIK NEGERI BALI

TAHUN AJARAN
2021
1. PLACING ORDER
Placing order is an activity that we do if we interested to buy some goods or services, we
can do it with send an order letter. Order letter is a letter that confirms the details of a purchase of
goods or services. It usually includes more information about what we are ordering, quantity, model
number, color, the payment terms, and the matter in which the products are to be shipped. When the
supplier receives the letter, they will process the order. (Melakukan pemesanan merupakan kegiatan
yang kita lakukan jika kita berminat untuk membeli suatu barang atau jasa, kita dapat
melakukannya dengan mengirim surat pemesanan. Surat pemesanan adalah dokumen yang
menegaskan rincian pembelian barang atau jasa dari satu pihak ke pihak lain. Ini biasanya
mencakup lebih banyak informasi tentang apa yang kita pesan, kuantitas, nomor model, warna,
syarat pembayaran, dan masalah di mana produk akan dikirim. Saat suplier menerima surat ini,
mereka akan memproses pesanan).
The prospective clients/customers will decide to make order after receiving the catalogues,
price-list, things related to the product and agreed with the terms enclosed in the letter. (Calon klien
/pelanggan akan memutuskan untuk melakukan pemesanan setelah menerima katalog, daftar harga,
hal-hal yang berhubungan dengan produk dan setuju dengan persyaratan yang terlampir dalam surat
itu)
An order letter at least contains :
• Reference to a source of information (referensi untuk sumber informasi)
• List of produk to be ordered (daftar produk untuk di pesan)
• Quantity, quality, price, catalogue number (if any) (kuantitas, kualitas, harga, nomor catalog
(jika ada))
• Details of delivery and payment (detail pengantaran dan pembayaran)
• An order number (nomor pesanan)
Here are some points we need to follow to write a letter for placing an order:  
• Be brief, clear, and to the point.
• In case you have separate topics, use separate paragraphs.
• Indicate the theme of the letter in the first paragraph itself.
• Use simple and direct language.
• Use a proper format or layout.

2. HOW TO MAKE A LETTER OF PLACING ORDER

An order letter is used to order goods in accordance with the quantity required by the
company whether using an official order form or not. There are two ways to make an order
letter:
A. With Official Order Form
If ordering is done using the official order form. Every time we want to make an order,
we can fill in the available fields. Order form or often called a purchase order (PO). (jika
pemesanan dilakukan menggunakan formulir pemesanan resmi. Setiap kali kita ingin
melakukan pemesanan, kita dapat mengisi kolom yang tersedia dalam Formulir pemesanan
atau sering disebut PO.)
B. Without Official Order Form
Orders without using an official order form can be made by simply writing a letter with
all the details of the order by entering into the letter. As such, this letter serves as an order
letter, so the content must be clear, concise and to the point. (Pemesanan tanpa menggunakan
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 form pemesanan resmi dapat dilakukan hanya dengan menulis surat beserta rincian
pemesanannya dengan ditulis di dalam surat tersebut. Oleh karena itu, surat ini berfungsi
sebagai surat perintah, sehingga isinya harus jelas, dan ringkas.)

3. BODY OF ORDER LETTER

Order letter can be made with official order form or without official order form, if we place
order with an official order form, the form should be accompanied by a covering letter. And if we
make without official order form we can just send an order letter. (Surat pemesanan dapat dibuat
dengan formulir pemesanan resmi atau tanpa formulir pemesanan resmi, jika kita melakukan
pemesanan dengan formulir pemesanan resmi, formulir tersebut harus disertai dengan surat
pengantar. Dan jika kita membuat tanpa formulir pemesanan resmi kita tinggal mengirimkan surat
pesanan.)

A. Opening Paragraph
Make it clear that there is an order accompanying the letter. (Jelaskan bahwa ada perintah
yang menyertai surat tersebut.)
Examples:
1. Please find enclosed our Order No. B452i for 25 clearsounded transistor receivers.
2. Would you please ship the following item in your brochure dated…
3. The enclosed order (No. 8154) is for 50 packets of A4 copier paper.
4. Thank you for your reply of 14 May regarding our email about the mobile phones. Enclosed
you will find our official order (No. 13561) for...
5. I would like to place a trial order for the 'Letherine' material we discussed at the trade show last
month. Please find enclosed ...

B. Message Paragraph
Confirm a detailed list of product that you want to order (Konfirmasikan daftar detail produk
yang ingin dipesan)
a. No. (number) (nomor)
b. Unit price (harga peruntit)
c. Description/ items (barang)
d. Amount (Jumlah)
e. Quantity (jumlah banyak
f. Delivery date (tanggal pengiriman)
g. Type (jenis)
h. Terms of payment (cara pembayaran)

Confirm the terms of payment. (Konfirmasi ketentuan pembayaran)

Examples:
1. As agreed you will draw on us at 30 days, D/A, with the documents being sent to our bank,
The National Mercantile Bank ...
2. We would like to confirm that payment is to be made by irrevocable letter of credit, which we
have already applied to the bank for.
3. Once we have received your advice, we will send a bank draft to...
4. ... and we agreed that payments would be made against quarterly statements ...

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Confirm the agreed discounts. (Konfirmasi diskon yang ditentukan)
Examples:
1. We would like to thank you for the 30% trade discount and 10% quantity discount you
allowed us.
2. Finally, we would like to confirm that the 25% trade discount is quite satisfactory
3. ... and we will certainly take advantage of the cash discounts you offered for prompt
settlement.
4. Although we anticipated a higher trade discount than 15%, we will place an initial order and
hope that the discount can be reviewed in the nearfuture.

Confirm the delivery dates. (Konfirmasi tanggal pengiriman)

Examples:
1. It is essential that the goods are delivered before the beginning of November, in time for the
Christmas sales period.
2. Delivery before 28 February is a firm condition of this order, and we reserve the right to
refuse goods delivered after that time.
3. Please confirm that you can complete the work before the end of March, as the opening of the
store is planned for early April.

Confirm the shipping method used for delivery (Konfirmasi metode pengiriman yang digunakan)
Many companies use forwarding agents who are specialists in packing to ship goods.
Nevertheless, to ensure prompt and safe delivery, it is a good idea to advise the company on how
we want the goods packed and sent. This means that if the consignment arrives late, or in a
damaged state, our letter is evidence of the instructions we gave. (Banyak perusahaan menggunakan
agen ekspedisi yang ahli dalam mengemas untuk mengirimkan barang. Meski demikian, untuk
memastikan pengiriman yang cepat dan aman, sebaiknya beri tahu perusahaan tentang bagaimana
kita ingin barang dikemas dan dikirim. Artinya jika kiriman datang terlambat, atau dalam keadaan
rusak, surat yang kita buat merupakan bukti atas instruksi yang kita berikan.)
Examples:
1. ... and please remember that only airfreight will ensure prompt delivery
2. Please send the goods by express freight as we need them urgently
3. We advise delivery by road to avoid constant handling of this fragile consignment.
4. Could you please ship by scheduled freighter to avoid any unnecessary delays?

Confirm the packing of goods for deliver (konfirmasikan pengemasan barang untuk pengiriman)
Advise the seller how we want the goods packed. For examples marked with a fragile goods
sign that can be recognized by the seller and customer. (Beritahu penjual bagaimana kita ingin
barangnya dikemas. Contohnya seperti diberi tanda bahwa barang pecah belah yang dapat dikenali
penjual dan pembeli).
Examples:
1. Each piece of crockery is to be individually wrapped in thick paper, packed in straw, and
shipped in wooden crates marked 0 and numbered I to 6.
2. The carpets should be wrapped, and the packaging reinforced at both ends to avoid wear.

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 3. The machines must be well greased with all movable parts secured before being loaded into
crates, which should be clearly marked with your castle logo for easy identification.

C. Closing Paragraph
This like the first section, is usually a short paragraph. A simple thank you for the recipients
attention, response, or attention is enough to close the letter.
Examples:
1. We hope that this will be the first of many orders we place with you.
2. We should be grateful for your prompt delivery as the goods are urgently needed
3. We will place further orders if this one is completed to our satisfaction.
4. If our sales targets are met, we shall be placing further orders in the nearfuture.
5. I look forward to receiving your advice / shipment / acknowledgement / confirmation.

Example of order letter with official order form:

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Example of covering Letter:

F.Lynch & Co.Ltd Head Office

Nesson House
Newell Street
Birmingham

Telephone: +44(0)212366571
Fax: +44(0)212368592
Email: pcrane@lynch.co.uk
www.lynch.com

Your ref: D/1439

Our ref: Order DR4316

9 March 20—
Satex S.p.A
Via di Pietra Papa
00146 Roma
ITALY

Attn.Sig.D.Causio

Dear Sig.Causio

Please find enclosed our official order, No. DR4316

For this order, we accept the 15% trade discount you offered, and the terms
of payment (sight draf, CAD), but hope you are willing to review these
terms if we decide to order again.

Would you please and the shipping documents and your sight draft to
Northminster Bank (City Branch), Deal Street, Birmingham B3 ISQ

If you do not have any of the items we have ordered currently in stock,
please do not send alternatives.

We would appreciate delivery within the next six weeks, and look forward
to your acknowledgement.

Yours sincerely

Peter Crane

Peter Crane
Chief Buyer
Enc.Order No. DR4316

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Example of order letter without official order form:

From,
The Principal
Modern School
Raj Nagar Extension
Email: xyzyu@gmail.com,
Mobile No.  8797002456

Date: 5th January 2020

 To, M/s Sohanlal and Brothers

Furniture Store
Agra, Pin: xxxxx
Email: 78yh@yahoo.com
No. 8790222-22

Subject: Placing furniture order  

Dear Sir/Ma’am

I am writing to you to place an order for furniture for our school library. We are renovating our school in the next
month. Therefore, I request you to please note down my order for the same:

Material Quantity

Large Teacher Table 20

Chairs 50

Student Desk and Chair set 500

The furniture must be subtle. Please deliver the order by 8th February 2020. Payment will be released after approval
by the teachers’ committee.

 Yours faithfully

Kumar Nath

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4. CONCLUSION
We can place an order by sending an order letter, order letter can be make with an official
order form (accompanied by a covering letter) or without official order form. When we make an
order letter make sure that our letter contains detailed information about goods or services that we
want to order and straight to the point, and don’t forget to confirm term of payment, any allowed
discount, delivery dates, shipping method, and packing method.

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References:
Ashley, A. 1984. A Handbook of Commercial Correspondence. Oxford University Press.
https://desiagstn.blogspot.com/2015/06/pengertian-dan-contoh-order-letter.html
http://mayangadi.blogspot.com/2012/11/order-letter-surat-pemesanan.html
https://bestlettertemplate.com/letter-for-placing-order/
http://inamona92.blogspot.com/2013/01/order-letterplacing-order.html