The Confirmation of Order Letter is an essential business document used in Indian commercial transactions to formalize the acceptance of a customer's purchase order. This document is typically issued after receiving a purchase order and serves to confirm the seller's commitment to fulfill the order under the specified terms and conditions. It includes crucial details such as product specifications, pricing, delivery schedules, and payment terms, all governed by Indian contract law. The document helps prevent misunderstandings and provides legal protection for both parties by clearly documenting the agreed terms. It's particularly important in sectors where formal documentation is required for audit trails and compliance purposes, and it often forms part of the complete contract documentation along with the original purchase order and other relevant correspondence.
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1. Letter Header: Company letterhead, date, reference number, and recipient's complete address
2. Subject Line: Clear indication that this is an Order Confirmation with reference to the original order
3. Order Details: Specific details of the order including product/service descriptions, quantities, and agreed prices
4. Delivery Information: Confirmed delivery date, location, and shipping method
5. Payment Terms: Agreed payment terms, method, and timeline
6. Total Order Value: Clear statement of the total order value including all applicable taxes and charges
7. Closing Statement: Standard closing confirming the acceptance of the order and thanking the customer
8. Signature Block: Authorized signatory details and company stamp/seal if required
1. Special Terms: Include when there are specific conditions or terms that differ from standard terms
2. Quality Standards: Include when specific quality requirements or certifications need to be confirmed
3. Warranty Information: Include when specific warranty terms need to be highlighted
4. Cancellation Policy: Include when order cancellation terms need to be explicitly stated
5. Return Policy: Include when return or replacement terms need to be specified
6. Force Majeure Clause: Include for high-value orders or when delivery timing is critical
1. Product Specifications: Detailed technical specifications or drawings of ordered items
2. Price Breakdown: Itemized price list including unit prices, discounts, and taxes
3. Delivery Schedule: Detailed delivery timeline for multiple shipments or complex orders
4. Terms and Conditions: Company's standard terms and conditions if referenced in the main letter
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