Order confirmation: The key to clear business relationships
In business, the principle applies: A deal is a deal. While a handshake among reputable merchants is often enough, an order confirmation is essential today. It protects both parties from misunderstandings and unclear agreements and creates a reliable basis for cooperation.
What is an order confirmation?
An order confirmation is a document that documents the acceptance of an order or an order by the contractor. It records the client's declaration of intent in writing and serves as the legal basis for the contract.
How to write an order confirmation
To avoid misunderstandings, you should pay attention to the following points when writing the order confirmation:
- Client's address: Enter the direct contact person for companies.
- company data: Add your full address and contact details.
- Customer number or contract number: If available, they should definitely be mentioned.
- Order number: Name the order or order confirmation number.
- Creation date: Date on which the order confirmation was written.
- Detailed job description: Pay attention to quantities and individual prices to provide clarity.
- Discounts and Discounts: Identify them precisely.
- additional costs: State shipping and packaging costs separately.
- Net and gross amount: State the amount of sales tax (value added tax).
- Delivery date or period: Communicate this clearly.
- Payment terms: Special agreements should also be recorded.
Additional points could include a tax number, reference to existing contracts and a retention of title clause. Start with a greeting and end the order confirmation with a thank-you note and your signature.
How is an order confirmation made?
An order confirmation can be sent in writing by letter or email. When sending an email, it is common to attach the document in Word, Excel, or PDF format. This ensures that all information is clear and comprehensible.
When is an order confirmation necessary?
The written acceptance of an order is important for several reasons. First, it summarizes all relevant information and helps to avoid misunderstandings during delivery. An order confirmation ensures that any changes to the original Range Are clearly documented so that both contractors and clients are up to date. It serves as proof of the agreements, including delivery quantity, price and delivery period.
How binding is an order confirmation?
An order confirmation can be legally binding and supports the declaration of intent. However, you should be careful if a contract is already in place. It is important to carefully document the order confirmation and keep it safe. In this way, you and your colleagues can access the agreements at any time and clearly argue in the event of a dispute.
Order confirmation? Definitely!
Regardless of whether it's tough price negotiations or everything seems clear, an order confirmation is essential. “Who writes stays” — this is particularly true in a business context. Record all agreements in detail to create legal certainty and lay the basis for professional cooperation.