The Confirmation of Order Letter is a essential commercial document used to formally acknowledge and accept a customer's purchase order. This document is particularly important under Swiss law, where it serves as evidence of contract formation under the Swiss Code of Obligations. The letter should be issued promptly after receiving a purchase order and must clearly confirm all material terms of the transaction, including product specifications, pricing, delivery terms, and payment conditions. A properly drafted Confirmation of Order Letter helps prevent misunderstandings and provides legal certainty for both parties. It's commonly used in both B2B and B2C transactions, though the level of detail may vary depending on the complexity of the order and the nature of the business relationship. The document should comply with Swiss commercial law requirements and may need to reference applicable international trade terms if the transaction involves cross-border elements.
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1. Letter Header: Company letterhead, date, and reference number
2. Recipient Details: Full name and address of the ordering party
3. Order Reference: Clear reference to the original order number and date
4. Confirmation Statement: Clear statement confirming receipt and acceptance of the order
5. Order Details: Detailed description of goods/services ordered, including quantities, specifications, and prices
6. Delivery Terms: Confirmed delivery date, location, and shipping method
7. Payment Terms: Confirmation of agreed payment terms, method, and due dates
8. Closing: Standard closing statement, signature block, and company details
1. Special Conditions: Any special terms or conditions specific to this order, used when there are deviations from standard terms
2. Quality Requirements: Specific quality standards or certifications, included when dealing with regulated products or special requirements
3. Installation Services: Details of any installation or setup services, included when the order includes service components
4. Warranty Information: Specific warranty terms, included when offering non-standard warranty
5. Return Policy: Specific return or exchange terms, included when different from standard policy
1. Product Specifications: Detailed technical specifications or drawings of ordered products
2. Price List: Detailed breakdown of prices, especially for multiple items or complex pricing structures
3. General Terms and Conditions: Company's standard terms and conditions referenced in the confirmation
4. Delivery Schedule: Detailed delivery timeline for multiple shipments or complex logistics arrangements
Relevant legal definitions
Clauses
Relevant Industries
Manufacturing
Retail
Wholesale
Technology
Industrial Equipment
Consumer Goods
Professional Services
Construction
Automotive
Healthcare
Electronics
Food and Beverage
Telecommunications
Engineering
Textile and Apparel
Relevant Teams
Sales
Procurement
Legal
Operations
Customer Service
Order Processing
Supply Chain
Administration
Finance
Compliance
Commercial
Relevant Roles
Sales Manager
Procurement Manager
Order Processing Specialist
Account Manager
Commercial Director
Operations Manager
Contract Administrator
Legal Counsel
Business Development Manager
Supply Chain Manager
Customer Service Representative
Finance Manager
Administrative Officer
Compliance Officer
Export Manager
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