Sample Letter for Ordering Books

Low Valley High School
23 Mohawk Street
Cohoes, NZ 12047

June 11 2013

Leonard Ralph
High Quality Publishers Ltd.
24 Eagle Street
Albany NY 13336.

Dear Mr. Ralph,

I would like to purchase 80 copies of the textbook Principles of Economics by Malcolm Stevenson. Further information about the book is as follows:

Year of publication: 1928
Place of publication: Albany, US
Name of publisher: High Quality Publishers Ltd.
ISBN: 12:036547835

The cost should be $20 per book, as we agreed following the catalog you sent us. Also note that the cost of packing and delivery will be borne by our institution and is not included in the above quoted price. We shall pay the carrier directly. In case of any changes in prices and additional charges, please notify us immediately.

Our preferred shipping mode is method is Worldwide Express. We already have a contract with the carrier; therefore you only need to deliver goods to them once they have shown you the contract – note the institution seal and my signature. Please check that the goods should be as per the specifications. There is an agreement with the carrier that, if goods are destroyed while in transit, they will bear the loss. If the goods are not delivered within 5 days of you receiving this letter, the order will be canceled and the costs incurred will be borne by your company.

The institution’s preferred mode of payment is by issuing a cheque within 30 days delivery. This will give us adequate time to counter check and ensure that the delivered goods are as per the order notes. Therefore we expect an invoice from you within this time.

Note that if the books delivered do not march the specifications as to the name of the author, year of publication, edition, title of the book, place of publication and the name of the publisher, it will be returned and the cost thereof will be borne by your company. If defects are discovered after we have made payments, we will demand a replacement or a refund.

The date for delivering the goods is the 17th of June, 2013. Please confirm that you received this order by calling us at 716-537-8976 within business hours from Monday to Friday.

The books should be delivered to:

Low Valley High School
23 Mohawk Street
Cohoes, NZ 12047

You can also call us at 716-537-8876 to confirm whether we have received the books and they are in the condition as per our order.

Thank for your consideration and I look forward to hearing from you soon.

Kind regards,
Low Valley High School