Advice Of Dispatch Letter
Subject: Dispatch Note for [Order/Invoice/Reference Number]
Dear [Recipient's Name],
I am writing to confirm the dispatch and delivery of the goods/services as per the following details:
Dispatch Note Number: [Dispatch Note Number]
Order/Invoice/Reference Number: [Order/Invoice/Reference Number]
Date of Dispatch: [Date of Dispatch]
Courier/Carrier Name: [Courier/Carrier Name]
Tracking Number (if applicable): [Tracking Number]
Description of Goods/Services:
[Item 1]: [Description] - [Quantity]
[Item 2]: [Description] - [Quantity]
[Item 3]: [Description] - [Quantity]
...
[Add more items as necessary]
Total Quantity: [Total Quantity]
Total Value: [Total Value]
Please note that all items have been carefully inspected for quality and accuracy before dispatch. We have taken every precaution to ensure that the goods are delivered to you in perfect condition.
If there are any discrepancies or issues with the delivered items, please notify us within [number of days, e.g., 7 days] from the date of receipt.
We sincerely hope that you are satisfied with your purchase and that it meets your expectations. Your feedback is valuable to us, and we would be glad to address any concerns you may have.
Thank you for choosing [Your Company's Name]. We value your business and look forward to serving you again in the future.
If you have any questions or need further assistance, please feel free to contact our customer service department at [Customer Service Contact Details].
Yours sincerely,
[Your Name]
[Your Title/Position]
[Your Contact Information]
Professional Advice of Dispatch Letter for Shipment
Subject: Advice of Dispatch for Order #[Order Number]
Dear [Recipient Name],
We are pleased to inform you that your order #[Order Number] has been dispatched on [Dispatch Date] via [Courier Name]. The shipment includes [brief description of goods] and is expected to reach you by [Expected Delivery Date].
Please find attached the shipping documents and tracking information for your reference. Should you require any further assistance, feel free to contact us.
Thank you for your business.
Sincerely,
[Your Name]
[Title]
[Company Name]
[Contact Information]
Casual Advice of Dispatch Email for Customer
Hi [Recipient Name],
Just letting you know that your order #[Order Number] has been dispatched today via [Courier Name]. You can expect it to arrive by [Expected Delivery Date].
Here’s the tracking link: [Tracking URL]. Feel free to reach out if you have any questions!
Cheers,
[Your Name]
[Company Name]
Formal Advice of Dispatch Letter for Business Partner
Subject: Notification of Goods Dispatch – [Order/Invoice Number]
Dear [Recipient Name],
This is to formally advise that goods pertaining to [Order/Invoice Number] have been dispatched on [Dispatch Date] via [Courier/Transport Company]. The shipment contains [detailed description of items] and is expected to arrive on [Expected Delivery Date].
Please confirm receipt upon arrival. Should you have any questions regarding this shipment, we are available for assistance.
Best regards,
[Your Name]
[Title]
[Company Name]
[Contact Information]
Quick and Simple Dispatch Notification Message
Hi [Recipient Name],
Your order #[Order Number] has been dispatched via [Courier Name] today. Expected delivery: [Expected Delivery Date].
Tracking info: [Tracking URL]
Thanks,
[Your Name]
Detailed Advice of Dispatch Letter with Shipment Details
Subject: Detailed Dispatch Information – Order #[Order Number]
Dear [Recipient Name],
We wish to advise that your order #[Order Number] has been dispatched on [Dispatch Date] via [Courier Name]. The shipment includes the following items:
- [Item 1] – Quantity: [X]
- [Item 2] – Quantity: [X]
- [Item 3] – Quantity: [X]
Tracking number: [Tracking Number]. Expected delivery date: [Expected Delivery Date]. Please review the enclosed shipping documents for reference.
Thank you for your prompt attention.
Sincerely,
[Your Name]
[Title]
[Company Name]
Advice of Dispatch Letter for Export Shipments
Subject: Export Shipment Dispatch Notification – [Shipment/Invoice Number]
Dear [Recipient Name],
We hereby inform you that your export shipment [Invoice/Shipment Number] has been dispatched on [Dispatch Date] via [Freight Forwarder]. The shipment contains [brief description of goods] and is accompanied by all necessary export documents.
Please find attached copies of the Bill of Lading and Invoice. We kindly request acknowledgment upon receipt.
Best regards,
[Your Name]
[Title]
[Company Name]
[Contact Information]
Casual Customer-Friendly Dispatch Email
Hi [Recipient Name],
Good news! Your order #[Order Number] is on its way. Dispatched via [Courier Name] today and expected by [Expected Delivery Date].
Track it here: [Tracking URL]. Thanks for shopping with us!
Best,
[Your Name]
[Company Name]
What / Why You Need an Advice of Dispatch Letter
An Advice of Dispatch Letter is a formal notification informing the recipient that goods, materials, or shipments have been dispatched.
Purpose:
- Provide official notice to the recipient about the shipment.
- Include relevant details such as shipment date, courier, and expected delivery.
- Facilitate transparency and accountability in business transactions.
- Serve as a reference document for tracking and receipt confirmation.
Who Should Send an Advice of Dispatch Letter
- Companies or businesses dispatching goods to clients or partners.
- Logistics or warehouse teams responsible for shipments.
- Exporters or suppliers informing international partners.
- E-commerce platforms updating customers about their orders.
Whom Should Receive an Advice of Dispatch Letter
- Customers or clients receiving the goods.
- Business partners or vendors expecting shipment.
- Internal departments tracking inventory or orders.
- Customs or freight forwarding agents for export shipments.
When to Send an Advice of Dispatch Letter
- Immediately after goods have been shipped.
- Prior to expected delivery to allow preparation for receipt.
- For high-value or international shipments requiring tracking confirmation.
- Whenever documentation is required for accounting or customs purposes.
How to Write and Send an Advice of Dispatch Letter
- Start with a clear subject indicating dispatch notification.
- Provide shipment details: order number, dispatch date, courier, items, and expected delivery.
- Attach supporting documents like invoices, packing lists, or tracking numbers.
- Include contact information for queries.
- Send via appropriate channel: email for speed, letter for formal record.
How Many Dispatch Letters Should Be Sent
- One per recipient or shipment is standard.
- Multiple recipients (e.g., business partners and logistics) may each require a copy.
- Ensure each letter is personalized with relevant order or shipment details.
Requirements and Prerequisites Before Sending
- Confirm the goods have actually been dispatched.
- Collect accurate shipment details: tracking numbers, courier, and expected delivery dates.
- Prepare necessary documentation: invoices, packing lists, or customs papers.
- Ensure recipient information is correct.
Formatting Guidelines for Advice of Dispatch Letters
- Length: 1–2 paragraphs for brief notices; longer if including detailed shipment info.
- Tone: Professional, clear, and precise.
- Style: Formal for business or export; casual for customer notifications.
- Mode of Sending: Email, printed letter, or integrated system notifications.
- Etiquette: Avoid unnecessary details; focus on accuracy and clarity.
After Sending the Advice of Dispatch Letter
- Confirm the recipient has received the notice.
- Track shipment progress and update if delays occur.
- Keep a copy for records and future reference.
- Respond promptly to any inquiries from the recipient.
Tricks and Tips for Effective Dispatch Letters
- Include tracking numbers and links for customer convenience.
- Clearly list all items in the shipment if possible.
- Attach relevant documents to prevent follow-up queries.
- Use concise, readable formatting and bullet points for clarity.
Common Mistakes to Avoid
- Sending the letter before the goods are actually dispatched.
- Omitting essential shipment details like tracking number or expected delivery.
- Using vague or unclear language.
- Forgetting to include contact information for queries.
Elements and Structure of an Advice of Dispatch Letter
- Opening: Subject and greeting.
- Body: Dispatch date, courier, description of items, and expected delivery.
- Attachments: Shipping documents, invoices, packing lists, tracking information.
- Closing: Contact info for follow-up and polite sign-off.
- Signature: Sender’s name, title, and company information.
Pros and Cons of Sending Advice of Dispatch Letters
Pros:
- Enhances transparency and trust between sender and recipient.
- Reduces confusion and follow-up inquiries.
- Provides official record for shipment tracking and accountability.
Cons:
- Additional administrative work.
- Risk of errors if details are incorrect.
- May be redundant if shipment tracking systems are already in place.
Compare and Contrast Advice of Dispatch Letters with Other Shipment Notifications
- Versus Email Notifications: Letters are more formal and official; emails are faster and more convenient.
- Versus SMS Alerts: SMS is brief and immediate but lacks detailed documentation.
- Versus Internal ERP Notifications: Letters provide external formal record; ERP updates serve internal tracking.
