Home > Service Providers > Confirming an Order via Letter

Confirming an Order via Letter

By: Beth Morrisey MLIS - Updated: 6 Oct 2010 | comments*Discuss
Letter Business Confirmation Order

When an order is placed with a service provider, whether it’s a local plumber or an online retailer, a confirmation of the order is expected. Business letters including details of the order, information on how the order will be fulfilled and what the customer can do if the order is not fulfilled to his or her expectations is an efficient way to confirm orders. Customers who do not receive such communications can even contact the service providers themselves to check on this information.

Details of the Order

Obviously any letter meant to confirm an order will need to include details of the order. Pertinent information should be re-confirmed so both the service provider and customer can agree on these facts. Order details should include:
  • Date the order was placed.
  • Items ordered, including descriptions and quantities.
  • Price of each item ordered.
  • Total price of order including taxes and charges.
  • Full name of the customer who placed the order.
  • Billing and delivery addresses, if needed.
  • Method of payment.
  • A date for the fulfilment of the order
  • A reference number should the order need to be discussed in the future.

Information on Fulfilling the Order

Once an order’s details are confirmed in the opening of a letter, information on how the order will be fulfilled should be provided. This may be as simple as stating that the order will be sent via post and an email will be sent when it has been dispatched. It could be linked to an online system, such as providing customers with a link or tracking number for real-time information on the status of an order. If an order can not be fulfilled immediately, information on why this is the case and when customers can expect fulfilment should be included instead.

Instructions for Substandard Orders

Unfortunately, some orders will not meet the expectations of customers. Confirmation letters should close with instructions for how customers can deal with substandard orders, including:
  • Exchanging items
  • Returning items for a refund
  • Returning items for some sort of credit
  • Making a complaint about an order or item
  • Being removed from an organisation’s mailing list

Format of a Confirmation Letter

A letter confirming an order should be formatted formally as a business letter. This will require the inclusion of the sender and recipient’s name and mailing address, the date of writing, formal salutations and closings as well as a signature of the writer. Printing this type of letter on organisational letterhead and delivery via post or email are most appropriate.

Sample of a Confirmation Letter From A Service Provider

Very Good Gadgets
Mailing Address


Christopher Customer
Mailing Address

Dear Mr. Customer,

Thank you for placing an order for 27 Wacky Widgets from Very Good Gadgets. This order was received on 11 May, 2010 and given the reference number ABC123.

The total cost of your order is £30.50 (27 Wacky Widgets at £1 each, plus £3.50 for postage and packaging) and as you have elected to pay via cheque the order will be dispatched to you at the above address once payment is received. You will receive an email upon dispatch of your order.

If you have any questions about your order, please contact Customer Services on [Telephone Number] and quote your order reference number. Should you not be pleased with your Wacky Widgets you may return them for a full refund within 6 months of delivery, or a credit any time after that.

Thank you again for choosing Very Good Gadgets to fulfil your Wacky Widget needs!


Gary Gadget
Customer Service Representative

Sample of a Confirmation Letter From A Customer

Christopher Customer
Mailing Address


Very Good GadgetsMailing Address

Dear Very Good Gadgets,

I placed an order on 12 May, 2010 for 27 Wacky Widgets from your customer catalogue, to be delivered to me at the above address. I have not receive confirmation of this order yet, nor the detailed instructions I was to receive regarding paying by cheque.

I would appreciate it if you would now confirm my order, send me the required payment instructions and let me know when I can expect delivery of my Wacky Widgets.

Thank you,

Christopher Customer

You might also like...
Share Your Story, Join the Discussion or Seek Advice..
Thank you for the information. it's really helpful for me.
NURUL - 15-Oct-11 @ 3:07 AM
Share Your Story, Join the Discussion or Seek Advice...
(never shown)
(never shown)
(never shown)
(never shown)
Enter word:
Latest Comments
  • Raj
    Re: Writing to Your MP
    How to write to member of parliament regarding transfer posting in bank from west Bengal to Kota Rajasthan.
    23 July 2019
  • Glenn Hudson
    Re: Letter Explaining Reasons for Bankruptcy
    I need someone who can write a letter for Chapter 7 and 13 filing for mortgage.
    11 July 2019
  • Nneka
    Re: Letter Announcing a Death
    How can I write a letter to inform my daddy's club members that my daddy is dead.
    2 July 2019
    Re: Letter Announcing a Death
    I am suing a company, I just found out my attorney had deceased, What kind of letter do I send to the company I am suing? and how do I…
    2 July 2019
  • Fay
    Re: Writing to Your MP
    I want to write to my local MP to help with getting my Child into school. She has been out of school for 3 months now and she is 15 Years old…
    8 June 2019
  • markeylaw
    Re: Letter to Insurance Company Placing a Claim
    I am looking for a letter to send to both my mortgage provider and insurance company. My mortgage is with…
    28 May 2019
  • Sow
    Re: Writing to Your MP
    I want to write an letter to MP, requesting for recommendation for my citizenship application.
    22 May 2019
  • JAYGA3
    Re: Letter to a Judge to Defend my Case?
    I am trying to write a professional letter to a judge to ask for arbitration in my divorce case.
    20 May 2019
  • JDQ
    Re: Letter Announcing a Death
    how do I write a letter informing my meeting colleagues of my father's death; as required by one of the meeting rules
    17 May 2019
  • MIkar
    Re: Letter of Complaint to the Council
    Can you help me with a complaint of how to write a letter to council and discuss the poor outdoor play area?.Thankyou
    10 May 2019