Purchase Order Acknowledgement Letter: 4 Templates

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Writing a purchase order acknowledgment letter is one of the basic communication elements in a business.

From communicating all details regarding dispatch and delivery to tracking an order on the website, it is an imperative need from a business to the purchasing party. ✉️

If you are trying to correctly log a purchase or record a business event – a purchase order acknowledgment helps you plan prior and stay updated while facilitating smooth business. ✍️

What to Write in a Purchase Order Acknowledgment Letter

Now that you know the purpose of a purchase order acknowledgment letter, it is important to know that the main element of it is that it is informational. Any informational letter must be well formatted and convey accurate information. ✅

How do you write a well-formatted and accurate one? This is often the next logical question. 

Here are some tips on how to craft a letter acknowledging a purchase order. ⬇️

  • This is a pre-dispatch step. This means it is one of the first steps in accepting and acknowledging a purchase order. Thus it should most likely be mistake-free. 🎟️
  • Include a solid salutation and writing style as you write to the candidate. Format the communication in an easy-to-read and well written manner to avoid any confusion. ➕
  • Include documents that the receiver can cross-verify and get back after. Including any invoicing or vouchers is important to verify the purchase order. 💰
  • Write a timeline by which the candidate can get back post-cross-verification as well. This means the timeline of when the purchase will reach them and how they can track it 🌍
  • Ensure you are fast and efficient with your replies and emails as well. Customer service is an important element. Include where you can be contacted and write timely acknowledgment letters. ⏲️

How to Write a Purchase Order Acknowledgement Letter (Tips)

Below are some more broken-down tips that will help you write a purchase order acknowledgment in the most actionable and essential way. ✒️

Introductory paragraph 

The first paragraph of the letter should acknowledge the purchase order and accept it. Make sure you punch in the right order number and write formally and politely expressing your pleasure in doing business with them. 

Provide details 

Since the letter is an acknowledgment, provide all details of where the purchase order is at the moment. When it is delivered, the transit time and the date of delivery and receiving the order should all be outlined. Also, mention where the order can be tracked. 

Follow-up communication 

The receiver of the acknowledgment letter often may have follow-up questions. Thus attach an information letter and contact details with a confirmation letter as well. The prepaid order letter, in case the payment is already made, can be attached as well. 

Formal Language 

Your letter should be well formatted and written in formal language. This communicates a professional temperament which is highly essential in any business like communication, especially if they are in the format of a letter. 

Query response 

With the contact details attached, ensure to write to them that query response and complaint registering can also be done efficiently. Assure them that no issues will occur, but even otherwise, let them know that the customer response team is active and will support them with any problems. 

Conclusion and closing 

Close with the name and website of your company and contact number and destination. This way, they can write back to you, look at any further details, and contact you for information on the purchase order as well.

Thank them in the closing paragraph for placing the order to create a good rapport. 

Keep all these points in mind to write a purchase order acknowledgment letter that is well informative and crisp. This will help elevate your business communication to newer heights. Don’t forget to keep it concise and to the point! 

Letter Template: 1

Purchase Order Acknowledgement Letter

To,

[Designation of addressee]

[Name of organization]

[Address]

Dear Sir/Madam

This letter is to acknowledge that your purchase order [mention order number] has been accepted and duly noted. We are pleased to accept your order and look forward to doing business with you.

Your order is currently under process, and as per the terms, it will be shipped to the indicated address from [mention time and date] from the date of the order. Please look at the order details in the attached document and inform us immediately of any changes, problems, or concerns within 24 hours.

You will receive a second confirmation letter regarding your item’s status during transit. We will try our best to provide fast and efficient service.

Please don’t hesitate to contact us. You will find our bank details at the end of this letter.  You may also contact our accounting department for any related issues. For any other details and queries regarding your order, please call our customer support number or get in touch with me directly. 

Thank you again for your order and business. 

Warm Regards, 

(Company/Organization Name)

Authority Signature

Purchase Order Acknowledgement Letter

Download Template :
(pdf, docs, ODT, RTF, txt, HTML, Epub, Etc)

Letter Template: 2

Purchase Order Acknowledgement Letter

To,

[Mention the name of the recipient]

[Mention the address of the recipient]

[Mention the date]

Sub- Acknowledgement letter for order purchase.

Dear, [ mention the name of the recipient]

This letter is to acknowledge that your order number [mention the order number] has been accepted by our reputable company, that is [mention the name of the company]. We faced no problem in accepting your order.

Your order is under processing. It will be shipped to your address in a few days and will be delivered to you in 5 to 6 business days; as per the record, you have placed the order on [ mention the date], and it will be delivered to you on [ mention the date]. You will receive an information letter in which all the information is mentioned, and if you want any changes, kindly inform us of the same. 

You will receive a confirmation letter after your order is shipped to the mentioned address. You can also track your order through our site, which is [ mention the site], by giving the order number mentioned in this letter.

We will try our best to deliver this order as soon as possible. You can definitely return or exchange the order if anything is wrong with your order.  As your order is prepaid, you will have the bank details form attached to this letter so there will be no confusion at the time of delivery.

If you have any queries, feel free to contact us through our contact details below.  For any complaints regarding the same you can contact our customer support, they will help you with all the problems. Hope you will face no problem and will order from our site again. We assure you of faster and more efficient delivery. Thank you so much. Order again. 

With regards, [mention the name of the sender]

[Mention the designation]

[Mention the name of the company]

[Mention the address of the company]

[Mention the contact details]

Purchase Order Acknowledgement Letter

Download Template :
(pdf, docs, ODT, RTF, txt, HTML, Epub, Etc)

Letter Template: 3

Purchase Order Acknowledgement Letter

To,

[Mention the name of the recipient]

[Mention the address of the recipient]

[Mention the date]

Sub- Acknowledgement letter for order purchase.

Dear, [ mention the name of the recipient]

This letter is to let you know that your order id [mention the order id] has been accepted by our esteemed company, that is [mention the name of the company]. It was really easy to accept your order, and we faced no problem with the same.

Your order is packed, and now it is under processing it will be shipped to your address in a few hours and will be delivered to you in 5 to 6 business days, as per the given data you have placed the order on [ mention the date], and it will be delivered to you on [ mention the date].

You will receive an information letter for the same in which all the information is written, and if you think there’s something wrong, kindly inform us within 24 hours so we can make changes.

You will receive a confirmation letter after your order is shipped to the mentioned address. You can also track your order through our site, which is [ mention the site], by giving the order number mentioned in this letter.

We will try our best to deliver this order as soon as possible. You can definitely return or exchange the order if we damage your order.  As your order is prepaid, you will have the bank details form attached to this letter so there will be no confusion at the time of delivery. We try to make fast delivery for prepaid orders.

If you have any queries, feel free to contact us through our contact details below.  For any complaints regarding the same you can contact our customer support, they will help you with all the problems. Hope you will face no problem and will order from our site again. We assure you of faster and more efficient delivery. Thank you so much. Order again. 

With regards, [mention the name of the sender]

[Mention the designation]

[Mention the name of the company]

[Mention the address of the company]

[Mention the contact details]

Purchase Order Acknowledgement Letter

Download Template :
(pdf, docs, ODT, RTF, txt, HTML, Epub, Etc)

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