How to write an order confirmation, Part I

Geschäftsbriefe sagen viel über Ihre Firma aus. Versteht der Empfänger nicht genau, was Sie mit dem Schreiben bezwecken, ist die Geschäftsbeziehung schnell beendet. Beachten Sie die folgenden Regeln, wenn Sie eine englische Auftragsbestätigung schreiben wollen. Dann gewinnt der Kunde direkt mit der Bestätigung einen guten Eindruck von Ihrer Firma.

Teil II der Regeln lesen Sie hier.

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How to confirm an order

You can confirm an order by letter or email. In either case, be sure to follow these guidelines.

  • Be accurate: check and double check what you have written before you send it.
  • Choose your tone carefully. Order confirmation letters should be brief and businesslike, but you may also wish to write with a more personal tone.
  • Send the confirmation within a few days of receiving the order.

This is what you include in an order confirmation

  • a reference to the order number and date
  • a confirmation of the type of goods or services ordered
  • if necessary, an amendment of the agreement
  • if you amended the order, suggestions for alternatives
  • any information about delivery delays
  • the delivery terms
  • if appropriate, any technicalities
  • any conditions to be fulfilled before the order is processed
  • a polite ending
  • a list of enclosures

Here are some useful phrases …

1 ... for referring to the order

  • Thank you for your order no. 123 of 1 June 2008.
  • We were delighted to receive the above mentioned order dated 15 May 2008.

2 ... for confirming the order

  • We are pleased to confirm your order 189 of 1 June 2008 for 25 copies of Good Business Writing by Gareth Keenan.
  • We are pleased to inform you that your order 555, as listed below, is being attended to.

3 ... for amending the order

  • We regret that we cannot supply you with the goods you require in such a short time.
  • They will be in short supply for another 4 weeks.
  • We are sorry to inform you that this article is out of stock.
  • We regret that we no longer produce this article.
  • Owing to rising labour costs, we regret that the prices quoted in your order are no longer valid.
  • We must draw your attention to the fact that we have to make an additional charge for special toolmaking.
  • We are unfortunately not able to make the reduction you ask for as our goods are already being sold at rock-bottom prices.
  • Since this is a repeat order, we are glad to give you a discount of 15%.

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4 ... for suggesting alternatives

  • We suggest you purchase our B245 mobile phone instead of the older B239 model.
  • The new version is more sophisticated than its predecessor and also competitively priced.
  • We suggest substituting green handbags for the blue ones you ordered.

Teil II der Regeln lesen Sie hier.