Order form: 13 fields to be filled in accurately

As a document in its own right in the ordering process between seller and buyer (in the same way as the quotation, the delivery note or the invoice), the order form sets out the nature of the transaction in a legally valid manner. But it must be filled in correctly!

Order form: details of the signatories

The fields on the order form must make it possible to identify the service provider precisely.

#1 Company name

The first item is therefore the company’s registered name, preceded by its legal form. In the case of a limited liability sole proprietorship (EIRL), it is preferable to state the entrepreneur’s first name and surname instead.

#2 Identification numbers and VAT

The Business Identification Number (UID) must also be provided. Made up of nine digits, it gives precise information not only on the identity of the business, but also on what was previously its VAT number.

Example of a UID number: CHE-123.456.789 VAT

#3 Company address

The address of the service provider’s registered office must also be provided, specifying, where applicable, whether the company holds the status of tenant-manager or tenant-agent.

#4 Share capital

One of the mandatory fields on the order form covers its share capital. Where insolvency proceedings are under way, this must be stated in order to maintain full transparency with the recipient.

#5 Customer details

Just like the service provider, the customer’s company name must also be stated on the order form: legal form, UID number (if applicable), business address… Only the share capital does not need to be provided.

Good to know: it is recommended that the full name of the individual placing the order be stated, and that you make sure this person is authorised to do so.

Order form: ordering procedures

#6 Description of goods and services

The order form must clearly set out the criteria needed to define the order, namely:

• the details specific to the products and/or services ordered;
• the quantity of each of the products and/or services ordered.

Good to know: in the case of a service, the exact content of each service and its estimated duration must be defined.

#7 Order details

The authenticity of the order relies in particular on a precise issue date and a unique order number. Similarly, the delivery date must appear on the order form.

#8 Pricing details

Just as each item must be accompanied by its unit price excluding VAT and including VAT, each line of products and/or services on the order form must be completed with the total amount excluding VAT.

Ahead of the total price of the service excluding and including VAT, VAT must be stated as a percentage according to the rate the service is subject to (for more information, see the details of Swiss VAT rates for 2021), as well as in monetary terms (in Swiss francs).

Please note: for an international transaction, the total amount must also be stated in the customer’s local currency.

Order form: terms of sale

#9 Payment and delivery

The order form must contain the payment terms required by the service provider, namely:

• the payment method (credit card, online transfer, cheque, cash, etc.);
• the payment deadlines and any late payment penalties;
• the optional request for a deposit.

The delivery terms are also detailed; in particular (where applicable) the charges (delivery charges) and discounts (carriage paid, ex works).

#10 Specific terms

Some contracts include specific terms, such as warranty terms and the right of withdrawal.

Although the latter is aimed more at private individuals, there are cases where it also applies between businesses.

In any case, the conditions for exercising such terms must be set out in an understandable way.

#11 General terms and conditions of sale

Although this is not mandatory, the General Terms and Conditions of Sale (GTC) may still be added to the order form. Their inclusion may indeed be required by any business customer.

The GTC contain, in particular:

• the unit price list;
• any applicable price reductions;
• the general payment terms;
• the general withdrawal terms.

Please note: including the GTC implies that they must be read and accepted by the customer. They must therefore be clear and legible, usually printed on the reverse of the order form, where a signature is expected. It is also recommended to include a tick box before the statement “I confirm that I have read and accept the GTC printed on the reverse of the order form”.

Order form: conclusion

#12 Signature

Even though the order form is not a mandatory document for concluding a sale, its signature nonetheless constitutes a legally binding commitment on the part of both parties.

The signature on the order form thus secures the sale by authenticating the order in question and makes it admissible as evidence in the event of a commercial dispute.

Good to know: in the event of a dispute, it is possible to turn to a mediator, provided this is stipulated on the order form.

The signature binds:

• the customer to settle the invoice within the agreed time frame and to collect the goods or make use of the service in question in accordance with the terms of sale;
• the service provider to fulfil the order in accordance with the stipulated terms.

#13 “Read and approved”

The signature must always be accompanied by the words “read and approved” or “agreed”. These confirm the customer’s agreement, even though a sale does not require an order form to be valid.

Please note: a non-compliant order form may result in a fine for the issuer and may call the order into question!

Order form: best practices and special cases

To be valid, the order form must be legible and clear. Formatting the text (underlined passages, bold passages) can help achieve this.

Depending on the case, certain specific additional details may be required.

Details of the signatories, ordering procedures, terms of sale and signature: each part of the order form contains several fields that must be completed to give this document legal standing, particularly in the event of a dispute.