Cover Letter for Sending/Enclosing a Purchase Order (PO)

It may not be very businesslike if you just send across a purchase order (PO) to your supplier without any cover letter. A cover letter is not supposed to contain detailed information about your dealing and only a brief information is mentioned; still it is an important part of business communication.

A cover letter also helps you in tracking the information in future. If you would like to know when exactly you had sent the purchase order to your supplier, then you can check the cover letter copy available in your office file folder and find out the date of the letter and despatch proof attached with it.

In order to know the date of despatch of the cover letter along with the PO, you can attach to the cover letter the acknowledgement copy of the courier or postal by which mode it was sent. You can keep it in your office file folder; it will help you in tracking better.

Here is a format of cover letter for sending a purchase order. Modify it suitably as needed in your case.

TEMPLATE

Ref: _________

Date: ________

To

(Name of the Person)

(Designation)

(Name of the Organisation)

(Complete Address)

(Telephone Number)

Reg.: Purchase Order for Supply of (Product)

Dear Mr. / Ms. _________,

Greetings of the day!

With reference to our meeting on (Date) and email correspondence on (Date), we are pleased to place our order on you for the supply of (Product Name) as per the specifications, prices, terms and conditions as mentioned in the original copy of the purchased order bearing number _________ dated _________ enclosed herewith.

A duplicate copy of the said purchase order is also enclosed herewith, which should be duly signed and returned to us at (Address) within ___ days of the receipt as a token of acceptance of this order. In case the same is not received as mentioned, it will be presumed that you have accepted the order.

We are quite hopeful that you will keep high quality standards in supplying goods to us. We look forward to a long-term business relationship with you.

Please feel free to contact me at (Phone Number) for any clarifications that you might have in this regard.

Thanking you,

Yours faithfully,

For (Name of the Organisation),

    (Signature)

(Name of the Officer)

(Designation)

Encl.: As above