Special orders requirements for handling (Own letter)

Every so often, you may find an order which is unusual or requires additional materials in your correspondence because of the nature of the goods or the client's requirements.

These goods may require specially constructed packaging, refrigeration, or other handling. In many cases these special orders relate to contractual obligations.

When placing a special order, it is necessary to stipulate your special conditions for that order.

These conditions are terms of trade, and in some cases relate to insurance concerns and your own liabilities.

You can be held responsible for failure to take due care of goods under your control.

Hazardous goods, like chemicals, are also covered by law, and failure to follow proper handling procedures may be an offence.

When placing your special order:

Stipulate as terms of business all your handling requirements.
Specify compliance with relevant safety standards where required.
Define any additional requirements for insurance, etc.

The example below is a particularly difficult order, relating to shipment and handling of a hazardous chemical. The letter to the intending supplier requires them to comply with laws, certify the condition of containers, and show evidence of proper business insurance for the order.

Example:

Business letterhead

Addressee

Your reference
Our reference
Contacts

Dear

Re: Hydrogen Cyanide shipment: Handling requirements

I refer to our phone conversation regarding this shipment, and your offer of service. As requested, please find hereunder our requirements for handling these materials.

Please be advised that if you accept the order the following terms of business will apply:

Handling requirements:

The shipment will be contained in not less than 50 multiple containers.
All containers must be certified free of leaks.
The materials, in their containers, will be housed in a separate, sealed, carriage space.
Our staff must certify these conditions are met prior to shipment.

Hazardous Chemicals Act 1997.

Shipment safety will comply with all requirements of the Hazardous Chemicals Act 1997, without exception.

Business insurance:

Prior to confirmation of order, a cover note from an acceptable insurer will be provided to this company, indicating full insurance coverage for the shipment.
Insurance cover for the shipment must be for 20 million dollars.

Please note: No exceptions or amendments to these requirements will be considered.

If you have any questions or require further information, please contact me directly.

Yours sincerely

Sign
Title
Date

Disclaimer

Please note:

This text is intended for advisory and guideline purposes only.

Any business letter can become a legal document, so check your content properly before issuing.

Any executable or statutorily defined document should be checked for compliance with legal requirements, and you should seek legal advice regarding its contents.