An Order Confirmation Letter To Supplier is a crucial business document used in New Zealand commercial transactions to formalize and document purchase orders. This document is typically issued after initial negotiations or quotations and serves to confirm the exact terms of the order, including specifications, quantities, prices, delivery schedules, and payment terms. Operating under New Zealand jurisdiction, particularly the Contract and Commercial Law Act 2017 and Fair Trading Act 1986, it provides legal certainty and protection for both parties. The document is essential for maintaining accurate business records, ensuring clear communication between parties, and establishing a paper trail for accounting, tax, and audit purposes. It's particularly important in situations where formal purchase orders aren't used or when additional confirmation of order details is required.
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1. Letter Header: Company letterhead, date, reference number, and supplier's contact details
2. Subject Line: Clear indication that this is an Order Confirmation with reference to any quotation or previous correspondence
3. Opening Statement: Formal confirmation of the order and reference to any prior communications or agreements
4. Order Details: Specific items/services ordered, quantities, agreed prices, and any relevant product codes or specifications
5. Delivery Information: Delivery address, requested delivery date, and any special delivery instructions
6. Payment Terms: Agreed payment terms, method of payment, and any special financial conditions
7. Total Order Value: Clear statement of the total order value, including any applicable taxes, shipping costs, or discounts
8. Closing Statement: Request for order acknowledgment and contact information for any queries
9. Signature Block: Name, title, and signature of the authorized person placing the order
1. Special Instructions: Include when there are specific handling, packaging, or processing requirements
2. Quality Requirements: Include when specific quality standards, certifications, or inspection requirements apply
3. Warranty Information: Include when specific warranty terms need to be confirmed
4. Cancellation Terms: Include when there are specific conditions under which the order may be cancelled
5. Insurance Requirements: Include when specific insurance coverage is required for the goods in transit
6. Compliance Statement: Include when specific regulatory or industry compliance requirements need to be acknowledged
1. Detailed Product Specifications: Technical specifications, drawings, or detailed descriptions of ordered items when too detailed for main letter
2. Price Schedule: Detailed breakdown of prices when ordering multiple items with various pricing structures
3. Delivery Schedule: When orders involve multiple delivery dates or locations
4. Quality Standards Document: When specific quality requirements or standards need to be referenced in detail
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