Sample Email for Ordering Products (With Examples & Templates)

Ordering products by email is still one of the simplest and most reliable ways to communicate with suppliers.

Whether you’re running a business or just buying something for personal use, knowing how to write a clear, polite, and professional order email can save time and avoid confusion.

In this complete A to Z guide, you’ll learn everything from writing a quotation request to completing your purchase order, plus plenty of practical examples and templates you can use anytime. This guide is designed to be your go-to resource whenever you need to place an order via email.

Before we dive in, here are a few quick tips:
Always mention the exact item you’re ordering or planning to order, and include the vendor’s name in your message. These simple details make your email sound clear, respectful, and professional.

We’ll start with the very first step, how to write a Request for Quotation (RFQ) email. This is especially useful when you find a product or service online without a listed price, or when you’re buying something expensive and want to compare prices from multiple suppliers to get the best deal.

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How to Write a Request for Quotation (RFQ) Email

Before you place an order, it’s often best to start by asking for a quotation. A Request for Quotation (RFQ) email helps you get accurate prices, compare offers, and find the best deal. This is especially useful when the product doesn’t have a listed price or when you’re planning to buy in bulk or invest in an expensive item.

When writing a quotation request email, always keep it clear and polite. The goal is to make it easy for the supplier to understand exactly what you’re looking for, so they can respond quickly with the right information.

Start your email with a short and clear subject line that shows your purpose. For example, you can write something like “Request for Quotation – Acme Steel Chisel Set – 25 Units.” A subject line like this immediately tells the supplier what your email is about.

In the opening line, introduce yourself or your company and mention what you’re interested in purchasing. For instance:

Dear [Supplier Name],

My name is [Your Name], and I represent [Your Company Name]. I’m interested in purchasing the following product(s):

Next, list out the product details such as the name, model number or SKU, quantity, and delivery requirements. If you have specific expectations, like material type or size, include those as well. The more detail you provide, the more accurate their quote will be.

You should also request key information from the vendor such as total cost (including taxes and shipping), payment terms, warranty details, and estimated delivery time. This helps you compare quotations fairly between different suppliers.

Finally, end your email politely by thanking them for their time and requesting a reply. A simple closing line like this works well:

Thank you for your assistance. I look forward to your response.

Best regards,
[Your Full Name]
[Your Position, Company Name]
[Phone Number] | [Email Address]

Remember, a good RFQ email is short, direct, and courteous. It saves time for both you and the supplier and sets the tone for a professional relationship right from the start.

How to Write an Email to Confirm or Place an Order

Once you’ve received the quotation and you’re satisfied with the price, delivery terms, and other details, the next step is to confirm your order. Writing a clear and polite order confirmation email ensures both you and the supplier are on the same page before payment or shipping begins.

Start with a straightforward subject line that clearly states what the email is about. For example:

Order Confirmation – Acme Steel Chisel Set – 25 Units – GreenLeaf Carpentry
This tells the supplier that you’re ready to proceed and helps them identify your order quickly.

In the opening line, thank the supplier for their quotation or assistance and confirm your intention to place an order. For instance:

Dear [Supplier Name],

Thank you for your quotation dated [insert date]. We’re pleased to confirm our order for the following product(s):

Then, list your order details neatly. Include the product name, model or SKU, quantity, price per unit, and the total cost if available. If you received a quotation number, reference it here as well. Also, include your delivery date, shipping address, and billing details to make processing smoother.

Here’s a simple example:

• Product: Acme Steel Chisel Set (Model: CHZ-12)
• Quantity: 25 units
• Price: $42 per unit (as per quotation #Q-7843)
• Total: $1,050
• Delivery Date: November 5, 2025
• Shipping Address: 245 Oak Street, Springfield, IL 62701

After listing your order details, politely request an order confirmation or pro forma invoice. This ensures that both parties agree on the final terms before payment is made. For example:

Please confirm product availability, total cost including delivery, and expected lead time. Once confirmed, kindly share the invoice so we can arrange payment.

Finally, close your email professionally. End with a brief thank-you and your contact details, just as you did in the quotation request. For instance:

Thank you for your assistance. We appreciate your prompt response.

Best regards,
[Your Name]
[Your Company Name]
[Phone Number] | [Email Address]

A well-written order confirmation email shows professionalism and reduces the chance of miscommunication. It also helps you build long-term trust with your supplier, which is key to maintaining smooth business relationships.

How to Write a Follow-Up Email After Placing an Order

After placing your order, it’s completely normal to follow up with the supplier if you haven’t received a response or confirmation within a reasonable time frame. A well-written follow-up email keeps your communication polite and professional while reminding the vendor to take action.

Before you send the follow-up, make sure enough time has passed since your initial email. In most cases, waiting 24 to 48 business hours is appropriate. If it’s a larger or international order, giving a little more time is fine too.

Start your email by referencing your previous message or quotation number so the supplier can easily identify your request. Keep your tone friendly and avoid sounding impatient. A simple subject line works best, such as:

Follow-Up on Purchase Order #Q-7843 – Acme Steel Chisel Set

In the opening, thank them again for their time and mention that you’re checking in to confirm the status of your order. For example:

Dear [Supplier Name],

I hope you’re doing well. I’m following up on our recent order for the Acme Steel Chisel Set (25 units) sent on [insert date]. I wanted to check if you’ve had the chance to review and confirm the details.

Next, restate key information like the order quantity, delivery date, or any important note from your previous email. This helps them recall your message quickly and reply without searching for old threads.

You can add a short, polite reminder:

Kindly let me know if there’s any update regarding the order confirmation, estimated delivery date, or invoice.

Then, end your email politely. Always express appreciation and keep your tone professional:

Thank you for your time and assistance. I appreciate your prompt response.

Best regards,
[Your Name]
[Your Company Name]
[Phone Number] | [Email Address]

A short, polite follow-up email like this shows that you’re organized and serious about your business relationship. It also helps prevent delays and ensures smooth communication with your supplier.

Real-Life Order Email Samples You Can Use

Now that you know how to write quotation requests, order confirmations, and follow-up emails, let’s look at a few simple examples you can copy and adjust for your own situation. These examples cover everything from requesting a quotation to checking on an order that’s delayed.

1. Example: Requesting a Quotation

Before you can place an order, you often need to know the exact price, delivery time, and available models. This type of email should be short and specific. Always include what product you want, the model or variant, and any preferences like color, size, or delivery date.

For example, if you’re buying a gold-plated necklace, you might include details such as length, thickness of coating, and metal type. If you need it by a certain date, mention that too.

If you’re not sure which product or model you want, you can first ask for a catalog or product list. Once you’ve reviewed it, request a quotation so you’ll have a written record in case prices change later.

2. Example: Email to Confirm or Place an Order

Once you’ve received a satisfactory quotation, you can confirm your order. Most companies require a purchase order (PO) or a confirmation email before processing. Here’s an example based on the necklace order scenario.

3. Example: Reply from the Vendor or Service Provider

When you place an order, the company may send a confirmation email like this:

This kind of message is common from sellers or service providers. If you’re on the vendor’s side, you can adapt this template when asking customers to confirm their order.

4. Example: Email to Ask About Order Status

Sometimes, even after confirming your order, delays happen. In that case, it’s perfectly fine to follow up and check the order status. Just keep your email short and polite.

This simple message gives all the key details such as the order number, date, and delivery expectation, making it easy for the company to track and respond quickly.

Sample Email for Ordering Products

If you just need a quick, ready-to-use example, here’s a simple sample email for ordering products. You can easily edit it to fit your situation, whether you’re buying office supplies, handmade goods, or industrial materials.

Pro Tip

If you frequently send similar emails, save this format as a reusable template. Just fill in the product details each time, and you’ll be able to send accurate, professional order emails in minutes.

Frequently Asked Questions – Emailing to Place an Order

Final Thoughts

Writing professional emails for ordering products doesn’t have to be complicated. Once you understand the right structure, starting from the quotation request to the purchase order and finally to a polite follow-up, it becomes a simple routine. Clear, well-written emails save time, prevent misunderstandings, and help you maintain strong, long-term relationships with your suppliers.

Whether you’re placing your first order or managing regular purchases, these templates and examples are here to guide you through every step. And remember, professionalism in communication always reflects the reliability of your business.

For more practical examples, templates, and tips on writing better business emails, visit EmailEtiquetteGuru.com, your trusted guide to clear, confident, and professional email writing.

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