Sample letters for acknowledgement and acceptance of order

How to acknowledge and accept an orderWhen you receive an order from a customer it is good practice to acknowledge and accept the order under the terms specified beforehand. That way there can be no misunderstanding or queries at a later date. The letter can be simple and straightforward by just repeating in the letter or email the original terms of the order.

An example of how to write a letter to accept an order is shown below. Feel free to copy and adapt it to your own circumstances.

*Don’t forget that if you receive your order by telephone or online, then you should reply via email with the same content as in the sample letter – that way there can be no confusion.

Letter to acknowledge and accept order – sample 1

[Your business name]
[Your business address]

[Business name]
[Business address]

[date]

Dear [customer name]

ORDER No: [number]

Thank you for your letter dated [date]. We were very pleased to receive your order and can confirm we can supply you with the goods at the prices and terms previously stated.

We have passed your order onto our warehouse where it will be prepared for despatch as soon as possible. You will receive a [letter / email] once it has been despatched, notifying you of the expected delivery date.

We hope you will be pleased with your goods.

Please feel free to contact me directly if you need any further help or informatiom.

Yours sincerely,

[your name]
[your position]

Letter to acknowledge and accept order – sample 2

[Your business name]
[Your business address]

[Business name]
[Business address]

[date]

Dear [customer name]

ORDER No: [number]

Thank you for your letter dated [date]. We were very pleased to receive your order and can confirm we can supply you with the goods at the prices and terms previously stated which are:

  1. [Payment to be made within 30 days
  2. shipping paid for by us
  3. returns for any reason other than our mistake, will be paid for by you
  4. list any other relevant terms here]

We have passed your order onto our warehouse where it will be prepared for despatch as soon as possible. You will receive a [letter / email] once it has been despatched, notifying you of the expected delivery date.

We hope you will be pleased with your goods.

Please feel free to contact me directly if you need any further help or informatiom.

Yours sincerely,

[your name]
[your position]