Order Letter Writing | Format, Examples, and Practice Questions for CBSE Students

Introduction

Order letter writing is a crucial part of formal communication taught in CBSE English curriculum for Classes 9 to 12. It involves placing an order for goods or services from a company, institution, or service provider in a precise and formal manner.

This form of letter is commonly included in school exams and board question papers. Students are expected to write a well-structured, polite, and concise letter that conveys complete information regarding the order. Mastering this type of letter helps students not only perform better in exams but also understand real-life business communication.

What is Order Letter Writing?

An Order Letter is a formal letter sent by a buyer to a seller, requesting the delivery of specified goods or services under agreed conditions like price, quantity, and delivery date.

Order letters are mostly written:

• By institutions like schools or offices to vendors.
• By individuals placing formal bulk orders.
• To respond to advertisements or catalogs.

Key Features of an Order Letter:

• Written in formal tone.
• Includes detailed description of the order.
• Specifies quantity, price, mode of payment, and delivery address.
• Polite, clear, and complete in communication.

Structure of Order Letter Writing

A clear, standard structure is essential in order letter writing to ensure the recipient can process the order without ambiguity. CBSE expects students to demonstrate knowledge of formal letter conventions—organization, tone, completeness, and clarity.

Standard Format of an Order Letter

Pointers for a Good Order Letter

• Be specific about item names, models, sizes, quantities.
• Mention any catalogue/reference number if ordering from a catalog.
• Specify required delivery date and address clearly.
• Include payment terms (advance, on delivery, credit period) if applicable.
• Use polite, formal language; avoid slang or ambiguity.
• Double-check spelling of names, product codes, and addresses.
• If referring to a previous quotation or advertisement, mention date/ reference.

Examples of Order Letter Writing

Note: All examples are modeled on real-world situations aligned with CBSE-style formal letter expectations. Names of institutions and suppliers are generic; students can replace placeholders with actual names as required.

Example 1: School Ordering Textbooks from a Government Supplier

Sender: Headmistress, Saraswati Vidyalaya, Jaipur
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Receiver: Manager, State Textbook Supply Corporation, Jaipur
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Subject: Order for Class 10 Science and Mathematics Textbooks
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Letter:
Dear Sir,
With reference to your catalogue dated 10 July 2025, we would like to place an order for the following textbooks for the academic session 2025–26:

Class 10 Science (CBSE Edition) – 120 copies
Class 10 Mathematics (CBSE Edition) – 120 copies

Please deliver the books by 15 August 2025 to our school address. Payment will be made via cheque within seven days of delivery.
‍
Yours faithfully,
‍
(Signature)
Sangeeta Verma
Headmistress
Saraswati Vidyalaya
‍
Encl: Copy of catalogue excerpt

Example 2: College Lab Ordering Chemicals

Sender: Laboratory In-charge, Government Higher Secondary School, Patna
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Receiver: Sales Manager, Bihar Scientific Suppliers, Patna
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Subject: Order for Laboratory Chemicals for Chemistry Department
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Letter:
Dear Sir,
We wish to place an order for the following chemicals as per your quotation dated 1 July 2025 for use in our Class 12 Chemistry practical sessions:

Hydrochloric Acid (1M) – 5 litres
Sodium Hydroxide (0.1N) – 5 litres
Copper Sulphate Crystals – 2 kg
Zinc Powder – 1 kg

Please ensure the chemicals are of analytical grade and are delivered by 12 August 2025. Invoice may be sent along with goods; payment will be processed through the school account.
‍
Yours faithfully,
(Signature)
Dr. Anil Kumar
Laboratory In-charge
Government Higher Secondary School

Example 3: Ordering Sports Equipment for a School

Sender: Sports Coordinator, St. Xavier’s School, Delhi
‍
Receiver: Manager, National Sports Supplies, Delhi
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Subject: Order for Footballs and Badminton Kits
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Letter:
Dear Madam,
Referring to your quotation received on 5 July 2025, we would like to order:

Footballs (Size 5, Official) – 10 pieces
Badminton Shuttlecocks (Grade A) – 5 tubes
Badminton Racquets – 8

Delivery is required by 20 August 2025 before the annual sports meet. Payment will be made online upon receipt.
‍
Yours sincerely,
(Signature)
Ritu Singh
Sports Coordinator
St. Xavier’s School

Example 4: Ordering Stationery Items for Examination Cell

Sender: Examination Superintendent, Central School, Bhopal
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Receiver: Proprietor, Govt. Stationery Depot, Bhopal
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Subject: Order for Examination Stationery
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Letter:
Dear Sir,
Please supply the following items required for the upcoming board examinations:

A4 size answer booklets – 5000
Blue/Black ballpoint pens – 6000
OMR sheets – 2000

Goods should reach us by 25 August 2025. We shall release payment on delivery after inspection.
‍
Yours faithfully,
(Signature)
Mr. Rajesh Patel
Examination Superintendent

Example 5: Ordering Computers for Computer Lab

Sender: Principal, Bal Bharti School, Lucknow
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Receiver: Sales Head, State IT Suppliers, Lucknow
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Subject: Order for Desktop Computers
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Letter:
Dear Sir,
We wish to place an order for ten desktop computers with the following specifications:

Intel i5 processor (13th Gen)
8 GB RAM, 512 GB SSD
21.5” LED monitor
Preloaded educational software (latest CBSE-compatible)

Please include one-year warranty and on-site support. Delivery is required before 5 September 2025. Payment terms: 50% advance, balance on installation.
‍
Yours sincerely,
(Signature)
Mrs. Kavita Sharma
Principal

Example 6: Ordering Uniform Material from Government Emporium

Sender: Purchase Committee, Kendriya Vidyalaya, Ranchi
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Receiver: Manager, Government Textile Emporium, Ranchi
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Subject: Order for School Uniform Cloth
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Letter:
Dear Sir,
We would like to order the following cloth for our school uniform:

Navy blue polyester-cotton blend (for trousers/skirts) – 300 metres
White cotton (for shirts) – 250 metres

Kindly deliver by 30 August 2025. Rates should be as per the government fixed schedule; invoice to mention GST separately.
‍
Yours faithfully,
(Signature)
Mr. S. R. Das
Chairperson, Purchase Committee

Example 7: Ordering Examination Printing Services

Sender: Secretary, Board of Secondary Education, Rajasthan
‍
Receiver: Proprietor, Government Printing Press, Jaipur
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Subject: Order for Printing Class 10 Question Papers
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Letter:
Dear Sir,
You are requested to print 15,000 copies of the Class 10 English question paper in 4 pages each, double-sided, on 80 GSM paper, as per the approved draft attached. Confidential packaging and delivery to the exam centres is mandatory by 10 September 2025. Payment will be made post-delivery.
‍
Yours faithfully,
(Signature)
Shivani Mehta
Secretary

Example 8: Ordering Books for School Library (CBSE Prescribed)

Sender: Librarian, Vidya Mandir School, Chennai
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Receiver: Manager, National Book Depot (Government-approved distributor)
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Subject: Order for CBSE Prescribed Reference Books
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Letter:
Dear Sir,
Please supply the following CBSE prescribed reference books for Class 12 English and Economics:

“Flamingo” – 20 copies
“Hornbill” – 20 copies
“Indian Economic Development” – 15 copies

Delivery must be completed by 1 September 2025. Bill may be sent with the delivery; payment will follow standard school procedure.
‍
Yours faithfully,
(Signature)
Mrs. Latha Ramesh
Librarian

Example 9: Ordering Food Supplies for School Canteen

Sender: Canteen Committee, Government Girls School, Meerut
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Receiver: Supplier, Government Food Supply Department, Meerut
‍
Subject: Order for Monthly Food Supplies
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Letter:
Dear Sir,
We request a monthly supply of the following items for August 2025:

Rice (A-grade) – 200 kg
Whole wheat flour – 150 kg
Sugar – 100 kg
Pulses (Moong, Toor) – 60 kg

Please deliver in two instalments: 100 kg rice and 75 kg flour by 10 August; remaining by 20 August. Payment will be processed after each delivery.
‍
Yours faithfully,
(Signature)
Mrs. Neha Gupta
Chairperson, Canteen Committee

Example 10: Ordering Educational Charts from Government Printing Unit

Sender: Vice Principal, Government Secondary School, Srinagar
‍
Receiver: Officer-in-Charge, State Educational Print Unit, Srinagar
‍
Subject: Order for Classroom Charts
‍
Letter:
Dear Sir,
Kindly supply the following educational charts for Class 9 and 10 classrooms:

Human Digestive System – 20 copies
Periodic Table – 10 copies
Map of India (physical) – 15 copies

Charts should be laminated and of size 24”x18”. Delivery expected by 5 September 2025.
‍
Yours faithfully,
(Signature)
Mr. Farooq Ahmad
Vice Principal

Tips for Order Letter Writing

A well-drafted order letter reduces back-and-forth, speeds up procurement, and reflects professionalism. The following tips help students and teachers ensure clarity and precision.

Key Tips (Pointers)

• Always begin by referencing previous communication (quotation, catalogue, advertisement) if applicable.
• List items in bullet/numbered format for readability.
• Mention exact quantities, specifications (size, grade, model), and any reference numbers.
• State preferred mode of delivery and exact delivery address.
• Provide any deadlines clearly (“required by 15 August 2025”).
• Include payment terms to avoid confusion.
• Use courteous language: “We request”, “Please ensure”, “Kindly deliver”.
• Attach supporting documents like price list, advance payment proof, or previous approvals.
• Keep the letter concise—avoid unnecessary repetition.
• Proofread for spelling, dates, and grammar before finalizing.

Tips Summary Table

Practice Questions for Order Letter Writing

Below are 20 practice questions based on real-world scenarios aligned with the CBSE Class 9 to 12 English curriculum. These are suitable for classwork, homework, or exam preparation. Students are advised to follow the correct format, include specific details, and maintain a formal tone in each response.

Practice Order Letter Writing Questions

1. Your school is organizing a science exhibition. As the head of the Science Club, write a letter to National Scientific Supplies, Delhi, placing an order for lab coats, beakers, and measuring cylinders.
2. Write a letter to M/s Green Earth Pvt. Ltd., Mumbai, placing an order for saplings and gardening tools for your school’s Environment Club.
3. You are the Librarian of Government Boys' School, Chandigarh. Write an order letter to Academic Book Depot for Class 11 and 12 NCERT books.
4. Write a letter to the manager of Bharat Electronics Ltd. to order 15 projectors and 10 whiteboards for classroom digitalisation in your school.
5. Write an order letter to Krishna Sports Emporium, Agra, for the supply of sports kits and cricket gear for your school team.
6. As the secretary of the Cultural Committee, write an order letter to SoundX Audio, Bengaluru, requesting microphones and speakers for an upcoming inter-school fest.
7. Write an order letter to a government-authorized furniture supplier to deliver chairs and desks for newly constructed classrooms in your school.
8. Your school is starting a new computer lab. Place an order with a local electronics distributor for 15 desktop computers and 2 laser printers.
9. As the canteen manager of your school, place a monthly grocery order to the local cooperative society. Mention quality and delivery timeline.
10. You are the Head Girl of your school. Write an order letter to a uniform manufacturer to supply school blazers with the school emblem.
11. Write a letter to EcoPrint Press, Kolkata, ordering exam answer sheets, mark registers, and attendance sheets for your school’s exam department.
12. Write an order letter for water purifiers and coolers to be installed in school corridors and the staffroom. Address it to PureLife Systems, New Delhi.
13. Place an order for ten large-sized whiteboards, duster sets, and marker pens from a teaching supplies store.
14. Write a letter to the Book Centre, Jaipur, placing an order for dictionaries, atlases, and grammar books for the school library.
15. As an NSS coordinator, write an order letter to a government NGO for free pamphlets, caps, and T-shirts for a cleanliness drive.
16. Your school is setting up an audio-visual room. Write a letter placing an order for speakers, LED TV, projector screen, and chairs.
17. Write an order letter to a government-approved printing press for certificates and ID cards for a school event.
18. You are the manager of a school stationery store. Write an order to a wholesaler for pens, notebooks, rulers, and geometry boxes.
19. Write an order letter for art and craft materials required for a school-level competition (colours, brushes, canvas boards, etc.).
20. Write a formal letter placing an order for first-aid kits and medical supplies for your school’s health room.

Conclusion

Order letter writing is an essential component of the CBSE English curriculum for secondary and senior secondary classes. It teaches students the importance of formal communication in real-world business and administrative scenarios. A well-drafted order letter reflects clarity, accuracy, and professionalism.

By understanding the format, practicing various scenarios, and implementing the tips provided, students can confidently write order letters that meet academic and real-life standards. Whether it is placing an order for books, equipment, or services, using the correct structure ensures the message is delivered clearly and effectively.