Order Confirmation Form This is used by the seller to respond after receiving an order or Purchase Order (PO) from the customer. The content typically confirms the order number, goods, quantity, unit price, delivery date, payment terms, and any necessary adjustments before the order is processed further.
Businesses can download a Word template for sending letters/emails or an Excel template for cross-referencing multiple product lines. If only acknowledging receipt of the order is needed, a short email is recommended; if the terms and conditions have been checked and approved, a full confirmation letter should be used; if there are discrepancies compared to the purchase order, the changes should be clearly stated and feedback requested from the buyer.
Download Word and Excel order confirmation templates.
Bizzi prepares two files for two different uses. The Word file is suitable for sending by mail or email; the Excel file is suitable when the order has many line items and needs to check the quantity, unit price, total amount, or discrepancies compared to the purchase order.
Word Order Confirmation Letter Template
It includes 3 templates: a full B2B confirmation letter, a short email confirming receipt of the purchase order, and a bilingual Vietnamese-English template.
Excel Order Confirmation Form
The data includes buyer/seller information, 10 line items, formulas for total and final price, processing status, areas showing discrepancies compared to the purchase order, and the user manual page.
Which template should you choose based on the situation?
| Situation | Recommended model | Target |
|---|---|---|
| The order/purchase order has just been received and has not been fully checked yet. | Email confirming receipt of application | Notifying the buyer that the documents have been received does not mean that the entire application has been approved. |
| The order has been checked and can be processed correctly. | B2B Order Confirmation Letter | Confirm key terms and conditions such as goods, quantity, price, delivery schedule, and payment. |
| There are differences compared to the Red. | Confirmation letter with adjustments | Clearly state the changes and request confirmation from the buyer before proceeding further. |
| We need to send this to our foreign partners. | Bilingual Order Confirmation | Presenting the same content in both Vietnamese and English will reduce misunderstandings regarding terminology. |
| The order has multiple line items that need to be cross-checked. | Excel Confirmation Slip | Check each SKU, quantity, unit price, total amount, and any discrepancies. |
What is order confirmation?
Order confirmation A letter, email, or receipt sent by the seller after receiving a customer's order confirms receipt, acceptance, or response to the order's terms and conditions. In B2B transactions, this document usually directly references the purchase order (PO) for verification by both parties.
The goal of order confirmation is not to create a new order. The seller needs to clarify three things: Have you received the correct order, approved the contents, and are there any points that need further confirmation from the buyer?.
In fact, users can find the same need using names such as Order confirmation form, Order confirmation form, Order confirmation form, order confirmation letter, Order confirmation email, order confirmation slip or order confirmation. The names may differ, but the core function remains the same: providing feedback from the seller regarding a received order.
Order confirmation should not be equated with Purchase Order (PO). A purchase order (PO) is issued by the buyer to place an order; the seller receives the PO, checks the data, and then responds or creates further processing documents.
If your needs are Create a purchase order to send to the supplier., Instead of confirming receipt of an order, a set of Word and Excel order form templates Bizzi's own.
4 sample order confirmation letters and emails based on different scenarios.
The examples below can be copied directly. Replace the content in square brackets with actual data and only use the wording expressing "approval" after the important conditions of the application have been checked.
Template 1: Confirmation Letter of Approval for a B2B Order
Subject: Order Confirmation [PO/Order Number]
Dear [Company/Buyer Name],
We confirm receipt of order [PO/order number] dated [dd/mm/yyyy]. After verifying the information, we confirm receipt of the order with the following details:
- Order/Promotion Code: [ ]
- Goods/services: [ ]
- Quantity: [ ]
- Total value: [ ]
- Expected delivery date: [ ]
- Delivery location: [ ]
- Payment terms: [ ]
Deviation from the Purchase Order (if any): [No changes / Description of changes].
If the above details are suitable, please confirm before [deadline]. If any adjustments are needed, please inform us so that both parties can agree before proceeding with the order processing.
Best regards,
[Sender's Name – Position – Company]
Template 2: Short email confirming receipt of order/PO
Title: Confirmation of receipt of order [PO/Order Number] – [Seller's Name]
Dear [Mr./Ms./Company Name],
We confirm receipt of order [PO/order number] dated [dd/mm/yyyy]. The order is currently [data check/inventory check/awaiting approval/processed confirmed].
Key information recorded: PO code [ ], value [ ], requested delivery date [ ], delivery location [ ], payment terms [ ].
We expect to provide a further status update before [date]. If any information needs to be adjusted, please reply to this email or contact [person in charge – phone number].
Best regards,
[Sender's Name – Position – Company]
Template 3: Order Confirmation with Adjustments Compared to the Purchase Order
Title: Response to PO [PO Code] – Request for confirmation of adjustments
Dear [Customer Name],
We have checked the PO [PO number] and can accept the order with the following adjustments:
- [Item Code/SKU]: Confirmed quantity [ ] instead of [ ] according to PO.
- Confirmed unit price: [ ] instead of [ ].
- Expected delivery date: [ ] instead of [ ].
- Other content: [ ].
Please confirm the changes above before [deadline]. We will proceed with processing your application after receiving your response.
Best regards,
[Sender's Name – Position – Company]
Template 4: Bilingual Vietnamese-English Order Confirmation
Subject / Title: Order Confirmation [PO No.] / Order Confirmation [PO Code]
Dear [Customer name],
We confirm receipt and approval for processing order [PO Code] dated [dd/mm/yyyy], according to the information below.
We confirm that we have received and accepted Purchase Order [PO No.] dated [date], subject to the details below.
Expected delivery date: [ ]
Delivery location: [ ]
Payment terms: [ ]
Total order value: [ ]
If there are any discrepancies compared to the Purchase Order, please provide feedback before [deadline] so that both parties can reach an agreement.
If any details differs from your Purchase Order, please reply by [deadline] so both parties can align before further processing.
What information should an order confirmation include?
There isn't a single list of required fields that's the same for every transaction. Operationally, confirmation should contain enough data for the buyer to recognize the order correctly, check the trade terms, and detect discrepancies before the order proceeds to delivery or invoicing.
| Information Group | Content should include | Purpose of the inspection |
|---|---|---|
| Single reference | Purchase Order/Delivery Number, Purchase Order Date, Confirmation Number | Avoid confusing orders from the same customer. |
| Buyer/Seller | Business name, contact person, email/phone number | Identify the person or entity responsible. |
| Product line | Product code/SKU, description, unit of measurement, quantity | Verify that the product and quantity are correct. |
| Value | Unit price, total amount, taxes/fees if applicable, total sum. | Detecting incorrect pricing or total value. |
| Delivery | Expected delivery date, location, and delivery conditions. | Agree on the delivery capacity and schedule. |
| Pay | Terms, terms, or methods as agreed upon. | Avoid discrepancies from the contract or purchase order. |
| Discrepancies | Changes to the Purchase Order and response deadlines. | Clarify the details that require confirmation from the buyer. |
The process of checking before sending order confirmation.
For B2B applications, confirmation letters are only truly useful once the crucial data has been verified. If the business has only received the documents but hasn't yet cross-checked them, it's advisable to state the status as "received" instead of using wording that could be interpreted as full approval.
- Compare the purchase order (PO) and the customer.
Check the purchase order number, purchase order date, customer name/code, contact person, and delivery address. - Check each line item
Compare the product code/SKU, description, unit of measurement, and quantity with the data the business is currently using. - Check prices and trade terms.
Confirm the unit price, any discounts, payment terms, and delivery terms. - Check responsiveness
Confirm the expected delivery date, the quantity that can be supplied, and whether a split delivery schedule is necessary. - Please specify any discrepancies before approving.
If there are discrepancies, specify exactly what the changes are and request feedback from the buyer before proceeding further.
What is the difference between a Purchase Order (PO), Order Confirmation, Sales Order, and Delivery Notice?
These four documents or statuses often appear together in the sales process but serve different purposes. Proper differentiation helps avoid using the wrong templates, especially confusing a "order shipped" email with an order confirmation email.
| Documents/Status | The usual creator | Time | Main role |
|---|---|---|---|
| Purchase Order (PO) | Buyer | When placing an order | Submit a purchase request with specific conditions. |
| Order Confirmation | Seller | After receiving the application | Confirm receipt, approval, or response to the adjustment. |
| Sales Order (SO) | Seller | After receiving and inspecting the Purchase Order (PO). | Record the sales order for further processing on the ERP or order management system. |
| Shipping Confirmation | Seller/Shipping company | Once the goods have been shipped or dispatched. | We will notify you of the shipping status and tracking information, if available. |
Is it mandatory for both parties to sign the order confirmation letter?
It should not be assumed that every order confirmation letter must be signed by both parties. The method of confirmation depends on the type of transaction, the framework agreement, the agreement between the parties, and the applicable legal requirements for the specific transaction.
Article 24 of the 2005 Commercial Law stipulates that contracts for the sale of goods may be expressed orally, in writing, or established through specific actions; for contracts that the law requires to be in writing, that requirement must be followed. Therefore, the templates on this page should be used as operational and reference tools, and should not be considered a single legal template applicable to all transactions.
You can check the regulations at National database of legal documents. For high-value transactions, specific terms, or unique format requirements, businesses should compare their contracts and applicable regulations before using a template.
Frequently Asked Questions about Order Confirmation
Is the order confirmation a Purchase Order (PO)?
No. Purchase orders (POs) are usually issued by the buyer to place an order. Order confirmation is the seller's response after receiving the order/PO.
What is order confirmation?
Order confirmation is a confirmation of the order sent by the seller after receiving the order. Depending on the processing status, the content may simply confirm receipt of the order or confirm acceptance of the terms and conditions after inspection.
Are order confirmation and shipping confirmation the same thing?
No. Order confirmation is used at the order acceptance or approval stage; shipping confirmation is sent when the goods have been shipped or handed over to the shipping company.
What is the difference between an order letter and an order confirmation letter?
A purchase order expresses a request for purchase from the buyer; a purchase confirmation letter is the seller's response after receiving that request. These two documents are on opposite sides of the transaction.
Should I use Word or Excel to confirm orders?
Word is suitable for formal letters or emails. Excel is suitable for orders with many line items and when you need to check quantities, unit prices, totals, or discrepancies compared to the purchase order (PO).
When is the order confirmation slip valid?
A confirmation form is suitable for verification purposes, structured by SKU, quantity, unit price, total amount, and discrepancy. For simple exchanges, a confirmation email is usually more concise.
If the purchase order cannot be fulfilled, should a confirmation be sent?
Feedback is acceptable, but it's important to clearly state what cannot be fulfilled and offer alternatives such as quantity, price, or delivery date. It's advisable to request confirmation from the buyer before processing the order with the revised details.
Does an email confirming receipt of the purchase order mean that the entire order has been approved?
Not necessarily. If the business has only confirmed receipt of the documents, it should clearly state that the application is under review. Only use the wording "approved" when the key conditions have been confirmed according to the business's procedures.
