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Order / Pricing / Tender / Quotation

A. Orders

Standard form purchase orders are normally provided by the seller/provider of goods and services. In situations when you are placing an order through mail/fax / e-mail, please ensure that you provide all the required information completely and accurately, including but not limited to the following:

1. name of product/service,

2. product/service code or number,

3. unit price, sales tax, and discount/ payment terms (if any),

4. quantity ordered,

5. pick up or delivery address,

6. required date of delivery/service,

7. payment method (enclosing cheque, transfer, or by instalment).   

B. Confirmation and Acknowledgement

When you have received an order, you may wish to confirm or acknowledge an order by mail or by e-mail. Some companies simply send an invoice to the customer. To add a personal touch and increase goodwill, you may wish to add a cover letter or e-mail enclosing the invoice. In particular, for first-time customers or customers with a large order, a note of appreciation could be a business starter and help to convert them into long-time customers. Order confirmation or acknowledgement should contain the following items (if not already in the Sales invoice):

1.  name and serial / invoice number of the product/service ordered;

2. price of the order and method of payment;

3. date and the delivery date of order;

4. method of delivery or pick up location.

If a salesperson is involved, the contact details of the salesperson should be included. This would allow the customer to follow up on the order and the opportunity to sell other products to the customers. You may also wish to include your product catalogue or sales items to incentivise the customer to make additional orders which is a business plus. 

In the case of other acknowledgment such as confirmation of delivery or payment, it can serve both as a courtesy message and a thank you note for the receipt of goods or payments. If the confirmation of payment is addressed to an account clerk, then only the basic information regarding the payment and the account should be included to ensure that the accounting clerk is not confused by other information.

C. Pricing

Most companies will have a price list for a fixed range of products or services. This type of standard price list can also be used to price non-standard orders. It is a good idea to date your price list before sending it to your customers. Make sure your price list looks professional and formal. Remember, everything conveys a message about you and your company. The price list should include your company name, logos (if any), and all other contact information.

It is also useful to add a clause to the end of the price list that states that prices may change at any time. Also included in the price are the costs of shipping, packaging, or postage. Please also indicate if there are any discounts for bulk purchases.

D. Quotation

It may not be possible for some companies to give standard prices for goods and services that are tailored for each customer. This may be because the skills, time, and materials required for each job vary based on the needs of different customers and therefore individuals would be required to request for quotation. The quotation is normally fixed and cannot be changed once it is accepted by the customer (unless there is a clear clerical error). This is the case even if the quotation is too low and would not cover the cost.

Legally speaking, a quotation is different from the pricing. Pricing is an invitation to treat, the customer would make an offer based on the price given, and the provider of the goods and services may still decline or reject the offer. Whereas a quotation is an offer by the goods and services provider that if accepted by the customer, becomes a binding contract.

As such, many providers (in particular professional services firms) will give estimates instead of quotations. Another way is to specify clearly what is covered in the quote, and any changes other than this will incur additional charges. One can also indicate how long will the quotation be valid.

Obviously, any estimate given should be as accurate as possible based on an educated guess (generally manual cost per hour x number of hours + any material costs or disbursements + any taxes, shipping costs, and premium) to prevent the customers from being surprised at the final bill. Provider any breakdowns to the customers if necessary.

Documents
Price Increase Letter to Customers
New Price Schedule
Quote Template
Product/service
Response to Service Enquiry - Quotation
Hourly rate
Product / Goods Follow Up
Price Negotiation
Confirmation of Purchase Order - Business
From Buyer
Letter to Supplier seeking Products in Short Supply
Coronavirus / COVID-19
Cancellation of Order
General
Confirmation of Purchase Order - Business
From Seller
Consignment
Seller Agreeing with Consignment
Product / Goods Follow Up
Response to Price Negotiation
Request to Service Provider
Pricing / Terms
Request to Service Provider / Business Partner
Information / Catalogue
Response from Service Provider to Customer
Information / Catalogue
Response to Product / Goods Enquiry
Quotation of Products
Confirmation - Business
Order from New Customer
Consignment
Buyer Requesting Consignment of Goods
Follow up to Complete Order / Transaction after MOU Deadline
To Customer / Business Partner
Product / Goods Enquiry
Additional Charges
Product / Goods Follow Up
Product Enquiry
Product / Goods Order
Confirmation of Order by Supplier
Confirmation - Business
Order from Old Customer
Confirmation of Purchase Order - Business
Confirmation of First Order
Confirmation of Purchase Order - Business
Confirmation of Order
Confirmation of Purchase Order - Business
Confirmation of Purchase Order - Supplier to Buyer
Confirmation of Purchase Order - Business
Order Contingent on Reciept of References
Confirmation of Purchase Order - Business
Pricing / Discount
Product / Goods Order
Catalogue Request by Customer
Product / Goods Order
Catalogue Request by Customer
Product / Goods Order
Catalogue Request by Customer
Product / Goods Order
Catalogue Request by Customer
Product / Goods Order
Catalogue Request by Distributor or Retailer
Product / Goods Order
Catalogue Request by Retailer
Product / Goods Order
Customer Request for Change of Product Order
Product / Goods Order
Reply to Catalogue Request by Retailer
Product / Goods Order
Reply to Catalogue Request by Supplier
Product / Goods Order
Reply to Catalogue Request by Supplier
Product / Goods Order
Reply to Catalogue Request by Supplier
Product / Goods Order
Supplier's Reason for Delayed Delivery
Product / Goods Order
Supplier's Reason for Delayed Delivery
Product / Goods Order
Supplier_Reason for no trace of the returned recorder
Rejection of Product Offer / Quotation
General
Rejection of Product Order
Insufficient Quantity
Rejection of Product Order
Only Sell to Dealer / Wholesaler / Distributor
Rejection of Product Order
Out of Stock
Rejection of Product Order
Price
Rejection of Product Order
Sales / Payment Terms
Response to Product / Goods Enquiry
Negative Response to Customer Request for Discount on Goods
Response to Product / Goods Enquiry
Positive Response to Customer Request for Discount on Goods
Response to Product / Goods Enquiry
Quotation with Discount
Response to Product / Goods Enquiry
Response to Enquiry of new product
Response to Product / Goods Enquiry
Response to Enquiry of Training Programme
Response to Product / Goods Enquiry
Response to Request for Price Quotation for Clothes
Response to Product / Goods Enquiry
Response to Request for Quotation of Products
Response to Product / Goods Enquiry
Stock Availability
Transmittal Letter - Business
Payment on Account

Documents

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