The best practice is to follow up with a written confirmation of the terms of the deal after your consumer has verbally agreed to buy from you. There will be no ambiguities, and your client will be unable to amend the terms of the agreement at a later stage.
Sample 1: Letter confirming a purchase agreement
Dear [name of recipient],
This letter is a confirmation of our recent telephone conversation where you agreed to purchase the following items from our company. These are the details:
[details of merchandise]
When we receive your official order, this will mean that you agree to the printed terms and conditions for the merchandise which accompanies this letter. It also means that you agree to the payment terms which are [30 days from the date of the invoice or whatever your specific terms are].
Please sign a copy of this letter and return it to me with your official order. Once we have received both items we will deliver your [goods / items / merchandise] according to our delivery schedule outlined in the terms and conditions document.
We look forward to doing more business with you in the future.
[Name of Company]
Also See: Sample Business Credit Application
Sample 2: Letter confirming a purchase agreement
Dear [buyer’s name]
This letter will confirm the transactions agreed on [date] between our salesman [salesman’s name] and [buyer’s name] with regard to the purchase of the products mentioned below:
[products and details]
under the terms and conditions as follows:
[terms and conditions]
This letter is provided pursuant to and in accordance with the master agreement between the two parties which you will have been given by [salesman’s name]. Please return this copy to us with your signature if you agree with the terms and conditions of the purchase.
[Name of Company]