Formal Letter for Placing an Order for Library Books (Solved)
Are you preparing for your Class 10 or Class 12 English Board Exams? Writing a letter to place a bulk order is a standard business correspondence question frequently asked in the Writing Skills section. Today, we are looking at the 13th highly expected topic from our Top 20 list: a Formal letter to a publisher placing an order for reference books for your school library. Below is a cleanly formatted and fully solved example to help you secure a perfect score!
Exam Tip 💡: Just like placing an order for sports equipment, an order for books must feature a clear tabular column listing the Book Title, Author, and Quantity. To fetch full marks in the "Content" parameter, strictly instruct the publisher to send the latest revised editions and ask for a school discount!
Question: Letter Placing an Order for Library Books
You are Praveen/Priya, the Librarian of St. Mary's Higher Secondary School, Madurai. Write a letter to the Sales Manager, Orient BlackSwan Publishers, Chennai, placing an order for various reference books required for the school library for the upcoming academic session.
Sample Solution:
The Librarian,
St. Mary's Higher Secondary School,
K.K. Nagar,
Madurai - 625020.
Date: November 6, 2026
To,
The Sales Manager,
Orient BlackSwan Publishers,
Mount Road,
Chennai - 600002.
Subject: Placement of order for school library reference books.
Respected Sir/Madam,
With reference to your latest book catalogue and the price list sent to us on October 20, 2026, we are pleased to inform you that our school management has approved your quotation. As the School Librarian, I would like to place a bulk order for the following reference books for our school library:
| S.No. | Title of the Book | Author / Publication | Quantity |
|---|---|---|---|
| 1. | High School English Grammar and Composition | Wren & Martin | 20 Copies |
| 2. | Concepts of Physics (Vol 1 & 2) | H.C. Verma | 15 Copies |
| 3. | Mathematics for Class 12 | R.D. Sharma | 25 Copies |
| 4. | Oxford Advanced Learner's Dictionary | A.S. Hornby | 10 Copies |
| 5. | A Brief History of Modern India | Rajiv Ahir (Spectrum) | 10 Copies |
We strictly request you to supply only the latest revised editions of the above-mentioned books. Please ensure that all the books are thoroughly checked before packing; any book with torn pages, misprints, or damaged covers will be returned immediately at your expense.
As we are an educational institution and have been a regular client of your esteemed publishing house, we expect you to apply the maximum institutional discount of 25% on the catalogue prices. Kindly ensure that the consignment reaches our school premises safely before the 25th of November 2026.
We have enclosed a crossed Cheque (Cheque No. 675849) for Rs. 5,000/- drawn on State Bank of India as an advance payment. The remaining balance will be cleared digitally within three days of the successful delivery and verification of the books.
Looking forward to a prompt and safe delivery.
Thanking you.
Yours faithfully,
Praveen
(Librarian)
Examiner's Marking Scheme Breakdown (Total 8 Marks):
- Format (Sender & Receiver Address, Date, Subject, Salutation, Subscription): 1.5 Marks
- Content (Reference to catalogue, tabular list of books, specifying latest editions, discount and payment terms): 2 Marks
- Expression (Grammatical accuracy, formal business tone, clarity of instructions): 1.5 Marks