Sample Format For Issuing Supply Order To Vendor With Terms And Conditions

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   To make any purchase for the items required for your company, after receiving, shortlisting and finalizing the best and suitable quotation (keeping both, product quality as well as price competitiveness in mind while finalizing the supplier/vendor), all you need to do is to place an order. For this, a supply order letter to be issued to the vendor/supplier with some applicable terms and conditions. Find below some draft format for issuing supply order to your possible supplier with terms & conditions:
[On The Letter Head of Company]
Kind Attn: Mr./Ms. [NAME OF SALES EXECUTIVE]M/s ABCD EnterprisesRoom No 1-2-3456,BBB Road, Opp XYZ Building, New Delhi 110001
Sub:  Supply order for supply of [Name of Item] to [Project Address].Ref: Your quotation no [1234]dated [00.05.2014]
Sir/Madam,
We are pleased to issue you (M/s ABCD Enterprises) Supply Order as per details appended below:

Sl No Description Make Qty Rate Amount (INR)

1 Supply of item no 1 Make qty 000.00/Mtr Rs.00,000.00

2 Supply of item no 2 Make qty 000.00/Mtr Rs.00,000.00

3 Supply of item no 3 Make qty 000.00/Mtr Rs.00,000.00

4 Supply of item no 4 Make qty 000.00/Mtr Rs.00,000.00

Group Total


Rs.00,000.00

VAT

(rate)% Rs.00,000.00

Service Tax


Rs.00,000.00

Round Off


+/-

Grand Total


Rs.00,000.00

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    In Words: Rupees XX Thousand XXX Hundred And XXX Only.
M/s ABC Enterprises are hereby requested to complete supply under the following terms & Conditions:
1.  Proceedings: Supply of material should commence immediately after receiving this order copy i.e. on [date of issue of this supply order].2.  Delivery Schedule: within 48 four hours after receiving work order i.e. latest by [date].3.  Quality of Material: The material to be supplied by ABCD Enterprises must comply with the recognized state of the art and the generally accepted rules of technology. They must be of excellent quality. Positive Qty Tolerance shall only be considered.4.  Delivery Address: Kind Attn: Mr. [NAME]DCBA LTD, ADDRESS OF DCBA LTDINDIAPH NO. 5.  Delivery Charges: Included in above figure.6.  Miscellaneous Charges: All inclusive (no hidden charges involved).7.  Payment Schedule: Payment by Cheque/Wire transfer in favour of M/s ABC Enterprises immediately after successful delivery report submission and receipt of Original Invoice by us.8.  Jurisdiction: The place of jurisdiction will be “Delhi” in the event of any dispute arising between DCBA LTD and ABCD Enterprises.
You are therefore requested to do the necessary immediately.
Please feel free to contact us for any further assistance.
For DCBA LTD,
[NAME]Authorised Signatory

Download .doc version of supply order business plan template: 

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