Formal Letter for Placing an Order for Sports Equipment (Solved)
Are you preparing for your Class 10 or Class 12 English Board Exams? The Letter for Placing an Order is a classic and high-scoring business letter in the Writing Skills section. Today, we are looking at the 12th highly expected topic from our Top 20 list: a Formal letter to a sports goods company placing an order for various sports equipment for your school. Below is a cleanly formatted and fully solved example to help you practice your professional tone and secure full marks!
Exam Tip 💡: When writing a letter to place an order, you must present the list of items in a clear tabular column containing the Serial Number, Item Name, Brand, and Quantity. Also, to score full marks in content, never forget to ask for an institutional/trade discount and specify how you plan to make the payment!
Question: Letter Placing an Order for Sports Equipment
You are Kavin/Kavya, the Sports Secretary of Don Bosco Higher Secondary School, Chennai. Write a letter to the Manager, Pioneer Sports Co., Mount Road, Chennai, placing a bulk order for sports equipment required for the upcoming annual sports day.
Sample Solution:
The Sports Secretary,
Don Bosco Higher Secondary School,
Egmore,
Chennai - 600008.
Date: November 6, 2026
To,
The Manager,
Pioneer Sports Co.,
Mount Road,
Chennai - 600002.
Subject: Placement of order for sports equipment.
Respected Sir/Madam,
With reference to the catalogue and the price quotation you sent us on October 25, 2026, we are pleased to inform you that our school management has approved your rates. As the Sports Secretary, I would like to place a bulk order for the following sports equipment required for our upcoming Annual Sports Day:
| S.No. | Name of the Item | Brand / Specifications | Quantity |
|---|---|---|---|
| 1. | Cricket Bats (English Willow) | SS / SG | 10 Pieces |
| 2. | Footballs (Size 5) | Nivia | 15 Pieces |
| 3. | Volleyballs | Cosco | 12 Pieces |
| 4. | Badminton Rackets | Yonex | 20 Pieces |
| 5. | Cricket Leather Balls | SG Tournament | 5 Boxes |
All the items must be thoroughly checked before packing. Please ensure that the goods are of the latest manufacturing batch and are delivered in perfect condition. Any defective or substandard items will be returned at your expense.
Since we are a reputed educational institution and have been your regular customers for the past five years, we request you to apply the standard 20% institutional discount on the total bill. Kindly deliver the items to the school premises before the 20th of November 2026, between 9:00 AM and 3:00 PM.
We have enclosed a Demand Draft (DD No. 458912) for Rs. 10,000/- as an advance payment. The remaining balance will be paid via NEFT immediately upon the successful delivery and inspection of the goods.
Looking forward to a prompt delivery.
Thanking you.
Yours faithfully,
Kavin
(Sports Secretary)
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 items, delivery deadlines, discount and payment terms): 2 Marks
- Expression (Grammatical accuracy, formal business tone, clarity of instructions): 1.5 Marks