1. LETTER WRITING ENQUIRY or INVITING QUOTATIONS
Dr. Sarla Verma
VIRTUAL CLASS

2. PURCHASE OFFICIAL vs DOMESTIC
RULES AND REGULATIONS
PROCEDURES
SANCTIONS
APPROVALS
TRANSPARENCY AND RECORDS
QUALITY STANDARDS, SPECIFICATIONS
COMPETITIVE RATES

3. OFFICIAL PURCHASE SELLING ORGANIZATION BUYING ORGANIZATION
DECISION TO BUY
ENQUIRY OR INVITE QUOTATIONS
COMPARE & PLACE ORDER
RECEIVE & ACKNOWLEDGE, INFORM IF ANY PROBLEM
SELLING PLANS
REPLY TO ENQUIRY OR
QUOTE OFFER PRICE
SUPPLY ORDER
RESOLVE ISSUES IF ANY

4. CONTENT OF AN ENQUIRY OPENING - State Purpose Show intention to Buy
MIDDLE – Mention items of enquiry
Request catalogues/samples
CLOSING –(Response expected) Request
rates and terms & conditions
(discount, packing, place of delivery)

5. OPENING SENTENCES
We intend to buy (items) for our organization. We shall be grateful if you could
kindly quote your lowest rates for the items specified below.
We should be glad to receive details of your prices for (items) along with detailed specifications and terms of business.

6. CLOSING SENTENCES
If your terms are favourable, we shall be pleased to place an order immediately.
As we need these items urgently, we shall appreciate your prompt reply.
We look forward to your reply. If your rates are competitive we shall be happy to buy from you.

7. CHECKLIST USE DIRECT AND STRAIGHT FORWARD APPROACH.
STATE CLEARLY THE PURPOSE OF ENQUIRY.
REQUEST CATALOGUE, PRICE LIST, SAMPLE.
ASK TERMS & CONDITIONS REGARDING DISCOUNT, CREDIT, PACKING AND FORWARDING AND DELIVERY AT SIGHT.
AVOID LENGTHY UNNECESSARY STATEMENTS.

8. PLACING ORDER The final agreement between buyer and supplier.
Letter placing Order is
The final agreement between buyer and supplier.
Hence it must confirm the exact details of items and rates agreed upon.
The terms and conditions of business mentioned in the order are treated as final.

9. CONTENTS OF ORDER Thank the supplier for his quotations.
Give full details of items, specifications or catalogue/model numbers, quantity.
Confirm the settled terms of price and payment.
Mention date of delivery precisely.
Ask for after sales services if needed.

10. Sample
Thanks for your quotation letter No.....dated We are happy to place an order for the following items:
Catalogue No Description Quantity Unit Price
3523 A Steel File Cabinets Rs 8000
243 O Computer Table cum Rs 7000
cabinet
235 J Steel Almirah Rs 9000