Common Features in Documents

1. Made on official paper (which include Brand name, Brand mark and contact details
(e.t.c.).
2. Date of issuance is written.
3. Reference number of the document in response of which document is issued.
4. Contact details.
5. Title of document.
6. All documents must be signed by a competent authority from the issuer side.
Letter of Enquiry
Issued by: Buyer
Issued to: Seller
Purpose: To enquire about price, specifications, availability and terms of payment of goods.
Quotation
Issued by: Seller
Issued to: Buyer
Purpose: Issued in response of Letter of Enquiry.
Contains:
a) The prices of goods.
b) Terms of supply and discounts.
c) Costs of carriage of the goods.
d) Amount of time needed for delivery.
Catalogue
Issued by: Seller
Issued to: Buyer
Purpose: Substitution to the quotation. Nicely printed containing the specifications, pictures
of goods, contact and terms and conditions.
Price list
Issued by: Seller
Issued to: Buyer
Purpose: Send with the catalogue, it contains the prices of goods mentioned on the
catalogue.
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Order
Issued by: Buyer
Issued to: Seller
Purpose: Issued to place an order for goods.
Contains:
a) Name and addresses of the two parties.
b) Description of each items.
c) Delivery date required.
d) The address to which the consignment is to be sent.
Delivery note
Issued by: Seller
Issued to: Buyer
Purpose: Sent to inform buyer of delivery of goods, stating the quantity, types of goods and order
number and registration number of the truck. It is usually sent with the goods so that buyer can check
the goods delivered. Delivery note is prepared in triplicate one retained by seller after getting truck
driver signed, second retained by truck driver after getting signed by buyer upon delivery, third copy
is retained by the buyer.
Invoice
Issued by: Seller
Issued to: Buyer
Purpose: To claim the amount of goods supplied, stating also the type, quantity, price and
terms of payment.
Statement of Account
Issued by: Seller
Issued to: Buyer
Purpose: To inform buyer of outstanding recoverable balance from him at the end of every
month.
It informs the transactions between the buyer and seller To