The Order Confirmation Letter To Buyer is a crucial document in Canadian business transactions that serves as a formal acknowledgment of a received order and its acceptance by the seller. This document is typically issued after receiving a purchase order or following a verbal/electronic order agreement, and before the delivery of goods or services. It should detail all essential aspects of the transaction including product specifications, pricing, delivery terms, and payment conditions. The document must comply with Canadian federal and provincial commercial laws, including the Sale of Goods Act and Consumer Protection Act where applicable. It plays a vital role in preventing disputes by clearly documenting the agreed-upon terms and conditions of the sale. In many cases, this document forms part of the binding contract between parties and can be crucial in establishing the exact terms of the agreement in case of future disagreements.
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1. Letterhead and Date: Company letterhead including full legal name, address, and contact details, plus current date
2. Buyer's Details: Complete name and address of the buyer/customer
3. Order Reference: Purchase order number, date of order, and any other relevant reference numbers
4. Order Details Confirmation: Detailed list of products/services ordered, including quantities, specifications, and agreed prices
5. Delivery Information: Confirmed delivery date, shipping method, and delivery address
6. Payment Terms: Confirmed price, payment method, and payment schedule
7. Contact Information: Name, position, and contact details of the person handling the order
8. Signature Block: Space for authorized signature, name, and title of the confirming party
1. Special Instructions: Any special handling, packaging, or shipping instructions specific to the order
2. Terms and Conditions: Reference to or inclusion of standard terms and conditions, if not previously provided
3. Tax Information: Applicable tax rates and calculations, if not included in main pricing
4. Warranty Information: Product warranty details, if applicable
5. Return Policy: Specific return or exchange terms, if different from standard policy
6. Installation Requirements: Special installation or setup requirements, if applicable
7. Currency Information: Currency specifications and exchange rate provisions for international orders
1. Detailed Product Specifications: Technical specifications, drawings, or detailed descriptions of ordered items
2. Price Breakdown: Itemized pricing details, especially for complex orders with multiple items
3. Delivery Schedule: Detailed delivery timeline for orders with multiple shipment dates
4. Special Terms and Conditions: Any specific terms and conditions applicable to this particular order
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