Every day we are doing business transactions whether as a seller or a buyer. From both perspectives, files documenting the sales or purchase transaction process is important to keep track of the transaction and for other purposes in the future. Commonly, sales transaction starts when a potential buyer conveys his or her intention to purchase the goods or services from a certain company through an order or order form.
An order may be created by the buyer, but typically, the seller will provide their customers an order form to have uniformity of orders and to make sure that every detail they need from the order will be satisfied. Moreover, including the company’s logo in the order form would increase the company’s prestige and reputation, making it more known to the public. So, create your own order form now by referring to the order templates and examples presented below.
Order forms are essential in every company who wants to have uniformity in their documents. A well-created order will aid the company in getting the information that they want from the customer. In this way, completeness of the order or request of the order will be guaranteed. Comprising a good order are the following important elements.
1. Name of the product: The primary information that needs to be in an order is the name of the product. Needless to say, even when a customer would not use a form pre-designed by a business entity, the first thing that they would write in the order is the name of the product. It’s possible they can even specify the brand of the product that they want to order, but in other cases, the customers would not specify the brand so as to allow the company to provide some recommendations for the brand. You may also see service order examples.
2. Brief description: Apart from the name of the product, a brief description must also be included for a detailed but concise explanation of the item. This is also important especially when the customer is not quite sure on the name of the product so he or she needs to elaborate what he or she intends to purchase. Hence, it is equally important that the seller will pay attention to the description for the customer might have written the product name as something different from what he or she really means.
3. Quantity: Among the very basic information that the buyer must inform the seller is the number of items that he or she intends to purchase, which must be written in the order. Note that the quantity is not yet final and can still be subject to changes if the customer would request such change and the seller would approve.
4. Model number: There are cases when the customer is particular with the specific model of the product that he or she is requesting. As such, the salesperson handling the transaction must provide him the exact product model. Otherwise, when the customer is not so sure on which type or model he must choose, the salesperson can provide suggestions or recommendations of the model of the product depending on the needs of the buyer.
5. Color: The specific color of the product must also be specified when the product comes in a variety of colors. This is to ensure that the customer is aware that there are many options available and that he or she must choose one, two, or more, of the color options. In cases when the customer failed to choose a color, the company must confirm if he or she would just want to receive a random color. Confirmation is important for there are times when the color option is just overlooked by the customer. You may also see event order examples.
6. Size: Similar to the color option, the size of the product must also be clearly indicated in the order when the product has a variety of sizes available such as apparels and kitchenware.
7. Payment information: The options for the methods of payment must be provided on the order form by the seller. From these options, the customer must choose one and write their choice on the order. Additionally, other payment information such as the account name and type must also be indicated if it is important for the transaction.
8. Mode of shipping: Just like in payment information, the seller must provide options for the mode of shipping and the buyer must choose from those options. You may also see delivery order examples.
9. Desired shipping location: Another important information that the buyer must include in the order is the location where to ship the products that he or she is requesting.
10. Desired receipt date: Unless it is the company’s policy that the receipt date must be right after the confirmation of the buyer of the invoice, the desired receipt date of the customer must be indicated in the order.
You might not have known it yet, but an order form can also be used as a marketing material capable of leveraging the branding of your company. As we all know, establishing a brand is vital when you have credibility in the industry for people, especially the target market, to trust in your company. Hence, creating a presentable order form can help you build your name in the market. Here is a simple guide on how to create a good order form:
1. Know your purpose: An order form is used for a variety of purposes depending on the product or service that you are selling to your market. Primarily, before starting to create your order, it is important that you clearly identify your purpose so you will have a vision on what type or style of order you are going to create. This would also help you establish what you want to accomplish for your order form. Always remember that while aesthetics could create a great impact to your order, you must also not compromise its functionality.
2. Choose an appropriate template: Using a template would save you from the hassle of starting from scrap. You can conserve time and energy in creating a new one when you refer to a template in creating your order. There are endless options for template designs and formats that you can find on the Internet; some are free to use while others require you to register to their site. Either way, choose one that you think is appropriate and fitting for your purpose or the one that will perfectly represent as the image of your company. You may also see job order examples.
3. Input the necessary information: After choosing a template, customize it by incorporating the necessary information of your order. Different companies surely have different required information in their order forms, so input your own unique order information. Consider the items that you want to know from the orders of your customers. For example, as a company selling shirts, you must put in your order form a list of options for the size of your shirt available, color, design, among others, or a blank space where the customer can write their specific request.
4. Edit the template: After incorporating all the necessary information, you can edit the template according to your own preference. You can drag around the elements and designs to a new position or adjust the font size, type, and color until you are contented of the output. Turn the template into something that you can call your own, and do not forget to edit the company name and location and incorporate your company logo. As stated above, an order form can be a way to boost your branding. Through your logo and other branding elements, the customer can surely set you apart from the other entities.
5. Finalize: Lastly, recheck and proofread your work to spot typographical, spelling, grammatical, and any other errors. Note that these errors may be minimal, but it can surely affect your company when not spotted as early as possible. If they are spotted after printing, the company might want to print it again and this entails additional printing expenses. If they are not spotted at all by the company, some customers might notice the error and would no longer rely on the credibility of the company. Indeed, the proofreading stage is not something that you can compromise, but the stage where you must finalize everything before sending your order forms to your prospective customers or sending them for printing.
Entities can be categorized according to the industry they are into or the type of business that they are running. Despite the differences in the industry or the type of business, an order is important to communicate the buyer’s request or order. There are various types of orders that will cater to the different needs of a business entity. The commonly used ones are as follows:
It is highly recommended to have your own order form may it be the traditional tangible one or its online version so it would easy for you to check out the details your customers place on your order form. This way, you will know where the date is placed, the description of each item being requested, among others.
Before any other business documents, an order form is sent from the buyer to the seller which evidences the commencement of the sales transaction, which contains a request of certain products from the seller specifying the quantity, model, size, and any other information related to the product or the transaction.
This refers to the date when the customer would want to receive the items that he or she is requesting. Oftentimes, it is a certain date after the date of the invoice. Note that an invoice is sent first before a receipt, so it is appropriate that the receipt date must come after the invoice date.
An order is a document usually created by the seller, filled out by the buyer, and sent back to the seller which communicates the buyer’s request or order to the seller by including the important product description, shipping information, and other important information related to the sales transaction.