How to Write a Sales Order Email or Letter Confirmation: Example & Writing Tips

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What is a Purchase Order Acknowledgement?

A purchase order acknowledgement is a document or message that confirms receipt of a purchase order from a customer by a supplier. It typically includes the details of the order, such as the products or services being ordered, the quantities, the prices, and the delivery schedule.

The acknowledgement may also include any additional information or instructions, such as payment terms or shipping information. It serves as a formal agreement between the customer and supplier that the order has been received and understood, and it’s often used as a reference for both parties throughout the transaction.

Tips for Writing a Clear and Concise Order Acceptance Letter or Email

When writing an order acceptance letter or email, it’s important to make sure that the message is clear, concise, and professional. Here are some tips to help you write an effective order acceptance:

  • Make sure to include all the pertinent information about the order, such as the products or services being ordered, the quantities, the prices, and the delivery schedule. This will help to avoid any confusion or misunderstandings between the customer and supplier. Avoid including unnecessary information or details that don’t pertain to the order.
  • Try to respond to the order as soon as possible, and be sure to include a date of acceptance in the message. This will help to establish that the customer knows when to expect the order to be fulfilled.

You May Also be Interested in Our Sample Letter to Resolve a Billing Invoice Mistake

Acknowledgment and Acceptance of Order Templates (Easy to Adapt)

A Letter Template

Dear Mr/Ms (name),

We would like to take this opportunity to thank you for your recent order, placed on (date), order number (34857300Xi9340).

Your order is being processed and will be shipped out to you within the next (48) hours.

You will receive a second confirmation letter updating you on your item's status during transit.

We aim to continuously provide a fast and efficient service, should you not be satisfied with something, please do not hesitate to contact our customer service support center on telephone number (00203 -048543935) quoting your order number in full and one of our representatives will do their best to assist you.

Please be sure to keep this letter and information safe for all future communications with us.

Kind regards

(name + signature)

An Email Template

Subject: Purchase Order Acknowledgement

Dear [Customer Name],

We are writing to acknowledge receipt of your purchase order [PO Number] for [Product/Service]. We are pleased to confirm that we have received your order and we understand your requirements.

The following are the details of your order:

  • Product/Service: [Product/Service Name]
  • Quantity: [123]
  • Price: [$ 1 000]
  • Delivery Date: [Date]
  • Payment Terms: [Terms]
  • Shipping Method: [Method]

Please note that we will begin processing your order once we have received payment. We will keep you updated on the status of your order and we will do our best to meet your delivery schedule.

If you have any questions or concerns regarding your order, please do not hesitate to contact us. We appreciate your business and look forward to the opportunity to serve you.


[Your Name]

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