[{"data":1,"prerenderedAt":468},["ShallowReactive",2],{"document-notice-of-back-ordered-item-D1104":3},{"document":4,"label":24,"preview":11,"thumb":25,"description":5,"descriptionCustom":6,"apiDescription":5,"pages":8,"extension":10,"parents":26,"breadcrumb":30,"related":38,"customDescModule":177,"customdescription":6,"mdFm":178,"mdProseHtml":467},{"description":5,"descriptionCustom":6,"label":7,"pages":8,"size":9,"extension":10,"preview":11,"thumb":12,"svgFrame":13,"seoMetadata":14,"parents":16,"keywords":23},"[DATE] [CONTACT NAME] [ADDRESS] [ADDRESS 2] [CITY, STATE/PROVINCE] [ZIP/POSTAL CODE] SUBJECT: NOTICE OF BACK-ORDERED ITEM Dear [Contact name], We received your order for [Item and number] and wish to thank you. This item is presently back-ordered and we are unable to send it to you immediately",null,"Notice of Back-Ordered Item","1",513,"doc","https://templates.business-in-a-box.com/imgs/1000px/notice-of-back-ordered-item-D1104.png","https://templates.business-in-a-box.com/imgs/250px/1104.png","https://templates.business-in-a-box.com/svgs/docviewerWebApp1.html?v6#1104.xml",{"title":15,"description":6},"notice of back-ordered item",[17,20],{"label":18,"url":19},"Production & Operations","/templates/production-operations/",{"label":21,"url":22},"Shipping","/templates/shipping/","notice back ordered item","Notice of Back-Ordered Item Template","https://templates.business-in-a-box.com/imgs/400px/1104.png",[27,17,20],{"label":28,"url":29},"Templates","/templates/",[31,32,35],{"label":28,"url":29},{"label":33,"url":34},"Sales & Marketing","/templates/sales-marketing/",{"label":36,"url":37},"Customer Service","/templates/customer-service/",[39,43,47,51,55,59,63,67,71,75,79,83,87,103,119,136,150,163],{"label":40,"url":41,"thumb":42,"extension":10},"Notice to Cancel Shipment of Back-ordered Goods","/template/notice-to-cancel-shipment-of-back-ordered-goods-D1068","https://templates.business-in-a-box.com/imgs/250px/1068.png",{"label":44,"url":45,"thumb":46,"extension":10},"Money Back Guarantee","/template/money-back-guarantee-D13025","https://templates.business-in-a-box.com/imgs/250px/13025.png",{"label":48,"url":49,"thumb":50,"extension":10},"Acknowledgment of Cancellation of Back-Order","/template/acknowledgment-of-cancellation-of-back-order-D1088","https://templates.business-in-a-box.com/imgs/250px/1088.png",{"label":52,"url":53,"thumb":54,"extension":10},"Resignation Letter_Going Back to School","/template/resignation-letter_going-back-to-school-D521","https://templates.business-in-a-box.com/imgs/250px/521.png",{"label":56,"url":57,"thumb":58,"extension":10},"Charge Back Application of Discount on Delayed Shipment","/template/charge-back-application-of-discount-on-delayed-shipment-D1050","https://templates.business-in-a-box.com/imgs/250px/1050.png",{"label":60,"url":61,"thumb":62,"extension":10},"I Am Sorry You Are Displeased with the Substitute Item","/template/i-am-sorry-you-are-displeased-with-the-substitute-item-D1276","https://templates.business-in-a-box.com/imgs/250px/1276.png",{"label":64,"url":65,"thumb":66,"extension":10},"We Would Like to Welcome You Back as a Customer","/template/we-would-like-to-welcome-you-back-as-a-customer-D1456","https://templates.business-in-a-box.com/imgs/250px/1456.png",{"label":68,"url":69,"thumb":70,"extension":10},"Disclosure Notice","/template/disclosure-notice-D534","https://templates.business-in-a-box.com/imgs/250px/534.png",{"label":72,"url":73,"thumb":74,"extension":10},"Filming Notice","/template/filming-notice-D13973","https://templates.business-in-a-box.com/imgs/250px/13973.png",{"label":76,"url":77,"thumb":78,"extension":10},"Legal Notice","/template/legal-notice-D835","https://templates.business-in-a-box.com/imgs/250px/835.png",{"label":80,"url":81,"thumb":82,"extension":10},"Notice of Assignment","/template/notice-of-assignment-D946","https://templates.business-in-a-box.com/imgs/250px/946.png",{"label":84,"url":85,"thumb":86,"extension":10},"Notice of Dissolution_Partnership","/template/notice-of-dissolution_partnership-D895","https://templates.business-in-a-box.com/imgs/250px/895.png",{"description":88,"descriptionCustom":6,"label":89,"pages":8,"size":9,"extension":10,"preview":90,"thumb":91,"svgFrame":92,"seoMetadata":93,"parents":95,"keywords":101,"url":102},"[DATE] [CONTACT NAME] [ADDRESS] [ADDRESS 2] [CITY, STATE/PROVINCE] [ZIP/POSTAL CODE] SUBJECT: CANCELLATION OF UNFULFILLED ORDER Dear [Contact name], [SCENARIO 1] Our customer has informed us that she can wait no longer for the merchandise we ordered from you on [Date]. We are therefore canceling our purchase order [Number], which was contingent on delivery prior to [Date].","Cancellation of Unfulfilled Order","https://templates.business-in-a-box.com/imgs/1000px/cancellation-of-unfulfilled-order-D1049.png","https://templates.business-in-a-box.com/imgs/250px/1049.png","https://templates.business-in-a-box.com/svgs/docviewerWebApp1.html?v6#1049.xml",{"title":94,"description":6},"cancellation of unfulfilled order",[96,98],{"label":18,"url":97},"production-operations",{"label":99,"url":100},"Receiving","receiving","cancellation unfulfilled order","/template/cancellation-of-unfulfilled-order-D1049",{"description":104,"descriptionCustom":6,"label":105,"pages":8,"size":106,"extension":10,"preview":107,"thumb":108,"svgFrame":109,"seoMetadata":110,"parents":111,"keywords":117,"url":118},"COMPANY NAME:_______________________ Address: _______________________________________ City: ______________________________ State/Province: ___________ Zip/postal code__________ Country: ________________ Phone: _________________ Fax: __________________ Email: _________________________________________ Purchase Order The following number must appear on all related correspondence, shipping papers, and invoices: P.O. NUMBER: Contact: Address: _______________________________________ City: ______________________________ State/Province: ___________ Zip/postal code___________ Country: ________________ Phone: _________________ Fax: __________________ Email: _________________________________________ Ship To:","Purchase Order",49,"https://templates.business-in-a-box.com/imgs/1000px/purchase-order-D1411.png","https://templates.business-in-a-box.com/imgs/250px/1411.png","https://templates.business-in-a-box.com/svgs/docviewerWebApp1.html?v6#1411.xml",{"title":6,"description":6},[112,114],{"label":33,"url":113},"sales-marketing",{"label":115,"url":116},"Bids & Quotes","bids-quotes","purchase order","/template/purchase-order-D1411",{"description":120,"descriptionCustom":6,"label":121,"pages":8,"size":122,"extension":10,"preview":123,"thumb":124,"svgFrame":125,"seoMetadata":126,"parents":127,"keywords":134,"url":135},"Invoice Company: Complete Address: ______________________________________________________ Phone:_________________ Fax: ________________ Email: _____________________ INVOICE #: _____________ DATE: ________________ Bill to: Address: _______________________________________ City: __________________________________________ State/Province: ___________ Zip/postal code__________ Country: ________________ Phone: _________________ Fax: __________________ Email: _________________________________________ Ship To:","Commercial Sales Invoice",42,"https://templates.business-in-a-box.com/imgs/1000px/sales-invoice-D383.png","https://templates.business-in-a-box.com/imgs/250px/383.png","https://templates.business-in-a-box.com/svgs/docviewerWebApp1.html?v6#383.xml",{"title":6,"description":6},[128,131],{"label":129,"url":130},"Finance & Accounting","finance-accounting",{"label":132,"url":133},"Invoices & Receipts","invoice-receipt","sales invoice","/template/sales-invoice-D383",{"description":137,"descriptionCustom":6,"label":138,"pages":8,"size":9,"extension":10,"preview":139,"thumb":140,"svgFrame":141,"seoMetadata":142,"parents":144,"keywords":143,"url":149},"CREDIT NOTE CREDIT NOTE NUMBER: [Unique Credit Note Number] INVOICE NUMBER: [Related Invoice Number] DATE OF INVOICE: [Date of Related Invoice] [YOUR COMPANY NAME] [YOUR COMPANY ADDRESS] [CITY, STATE, ZIP CODE] [DATE] [CUSTOMER NAME] [CUSTOMER ADDRESS] [CITY, STATE, ZIP CODE] ","Credit Note","https://templates.business-in-a-box.com/imgs/1000px/credit-note-D13639.png","https://templates.business-in-a-box.com/imgs/250px/13639.png","https://templates.business-in-a-box.com/svgs/docviewerWebApp1.html?v6#13639.xml",{"title":143,"description":6},"credit note",[145,148],{"label":146,"url":147},"Credit & Collection","credit-collection",{"label":146,"url":147},"/template/credit-note-D13639",{"description":151,"descriptionCustom":6,"label":152,"pages":8,"size":9,"extension":10,"preview":153,"thumb":154,"svgFrame":155,"seoMetadata":156,"parents":158,"keywords":157,"url":162},"[DATE] [CONTACT NAME] [ADDRESS] [ADDRESS 2] [CITY, STATE/PROVINCE] [ZIP/POSTAL CODE] SUBJECT: DISATISFACTION REGARDING [DESCRIBE] Dear [CONTACT NAME], On [DATE], I [PURCHASED, LEASED, RENTED] a [NAME OF THE SERVICE OR PRODUCT, WITH SERIAL OR MODEL NUMBER] at [LOCATION]. Unfortunately, the [PRODUCT OR SERVICE] mentioned above has not performed according to the standards promised [OR THE SERVICE WAS INADEQUATE] because [EXPLAIN THE PROBLEM]. I am disappointed because [EXPLAIN THE PROBLEM].","Complaint Letter","https://templates.business-in-a-box.com/imgs/1000px/complaint-letter-D13000.png","https://templates.business-in-a-box.com/imgs/250px/13000.png","https://templates.business-in-a-box.com/svgs/docviewerWebApp1.html?v6#13000.xml",{"title":157,"description":6},"complaint letter",[159,160],{"label":33,"url":113},{"label":36,"url":161},"/customer-service","/template/complaint-letter-D13000",{"description":164,"descriptionCustom":6,"label":165,"pages":8,"size":9,"extension":10,"preview":166,"thumb":167,"svgFrame":168,"seoMetadata":169,"parents":171,"keywords":175,"url":176},"[DATE] [CONTACT NAME] [ADDRESS] [ADDRESS 2] [CITY, STATE/PROVINCE] [ZIP/POSTAL CODE] SUBJECT: ACKNOWLEDGMENT AND ACCEPTANCE OF ORDER Dear [Contact name], This is to confirm that we are in receipt of your order as enclosed in the attached purchase order form.","Acknowledgment and Acceptance of Order","https://templates.business-in-a-box.com/imgs/1000px/acknowledgment-and-acceptance-of-order-D1087.png","https://templates.business-in-a-box.com/imgs/250px/1087.png","https://templates.business-in-a-box.com/svgs/docviewerWebApp1.html?v6#1087.xml",{"title":170,"description":6},"acknowledgment and acceptance of order",[172,173],{"label":18,"url":97},{"label":21,"url":174},"shipping","acknowledgment acceptance order","/template/acknowledgment-and-acceptance-of-order-D1087",false,{"seo":179,"reviewer":191,"legal_disclaimer":177,"quick_facts":195,"at_a_glance":197,"personas":201,"variants":222,"glossary":247,"clauses":272,"how_to_fill":318,"common_mistakes":354,"faqs":371,"industries":396,"comparisons":413,"diy_vs_pro":429,"related_template_ids_curated":442,"schema":454,"classification":456},{"meta_title":180,"meta_description":181,"primary_keyword":182,"secondary_keywords":183},"Notice of Back Ordered Item Template | Free Word Download","Free back order notice template to inform customers of delayed items. Covers expected restock date, alternatives, and next steps.","back order notice template",[184,185,186,187,188,189,190],"notice of back ordered item","backorder letter template","back order notification template","back order letter to customer","out of stock notice template","backorder notice word template","customer backorder communication",{"name":192,"credential":193,"reviewed_date":194},"Bruno Goulet","CEO, Business in a Box","2026-05-02",{"difficulty":196,"legal_review_recommended":177,"signature_required":177},"easy",{"what_it_is":198,"when_you_need_it":199,"whats_inside":200},"A Notice of Back Ordered Item is a formal business letter a seller sends to a customer to inform them that one or more ordered items are temporarily unavailable and cannot ship by the originally expected date. This free Word download gives you a ready-to-edit template you can complete in minutes and send by email or post.\n","Use it as soon as you confirm that a purchased or ordered item cannot be fulfilled on time due to a stock shortage, supplier delay, or production gap. Sending it promptly — before the customer follows up — preserves trust and reduces cancellations.\n","Seller and customer details, order reference, identification of the back ordered item, explanation of the delay, estimated restock or ship date, available alternatives or substitutes, and clear next-step instructions for the customer.\n",[202,206,210,214,218],{"title":203,"use_case":204,"icon_asset_id":205},"Retailers and e-commerce sellers","Notifying online shoppers when a product goes out of stock after purchase","persona-retailer",{"title":207,"use_case":208,"icon_asset_id":209},"Wholesale distributors","Informing business buyers of supply chain delays on bulk orders","persona-wholesale-distributor",{"title":211,"use_case":212,"icon_asset_id":213},"Manufacturers","Alerting trade customers when a component or finished good is backordered from suppliers","persona-manufacturer",{"title":215,"use_case":216,"icon_asset_id":217},"Customer service managers","Standardizing back order communications across a customer service team","persona-customer-service-manager",{"title":219,"use_case":220,"icon_asset_id":221},"Small business owners","Managing customer expectations professionally when inventory runs short","persona-small-business-owner",[223,227,231,235,239,243],{"situation":224,"recommended_template":225,"slug":226},"Item is backordered with a confirmed restock date","Notice of Back Ordered Item (with ETA)","notice-of-back-ordered-item-D1104",{"situation":228,"recommended_template":229,"slug":230},"Item is discontinued and will not be restocked","Notice of Discontinued Product","product-defect-notice-D1072",{"situation":232,"recommended_template":233,"slug":234},"Order must be cancelled because the item cannot be sourced","Order Cancellation Letter","cancellation-of-unfulfilled-order-D1049",{"situation":236,"recommended_template":237,"slug":238},"Customer needs a refund while waiting or after cancellation","Refund Notification Letter","no-refund-policy-D13428",{"situation":240,"recommended_template":241,"slug":242},"Supplier is responsible for the delay and must be notified","Supplier Delay Notice","notice-for-unexpected-delay-in-shipment-D1103",{"situation":244,"recommended_template":245,"slug":246},"Partial shipment is available and remainder is backordered","Partial Shipment Notification","explanation-for-delay-of-shipment-D1099",[248,251,254,257,260,263,266,269],{"term":249,"definition":250},"Back Order","An order for a product that is temporarily out of stock and cannot be fulfilled until new inventory is received.",{"term":252,"definition":253},"ETA (Estimated Time of Arrival)","The anticipated date by which backordered stock is expected to be received and available to ship.",{"term":255,"definition":256},"Order Reference Number","A unique identifier assigned to a customer's purchase, used to locate and track the specific transaction in both parties' systems.",{"term":258,"definition":259},"Substitution","An alternative product offered to a customer in place of the backordered item, typically at an equivalent or adjusted price.",{"term":261,"definition":262},"Fulfillment Hold","A temporary pause on processing or shipping part or all of an order while awaiting restocked inventory.",{"term":264,"definition":265},"Lead Time","The time between placing a purchase order with a supplier and receiving the goods, which determines when backordered items can be reshipped.",{"term":267,"definition":268},"Cancellation Right","The customer's option to cancel the backordered portion of an order and receive a refund, particularly relevant when no firm restock date exists.",{"term":270,"definition":271},"Partial Shipment","Shipping the available items in an order immediately while holding the backordered items for a separate later shipment.",[273,278,283,288,293,298,303,308,313],{"name":274,"plain_english":275,"sample_language":276,"common_mistake":277},"Header and sender details","Identifies the sender's business name, address, and contact information at the top of the letter.","[COMPANY NAME] | [STREET ADDRESS] | [CITY, STATE, ZIP] | [PHONE] | [EMAIL]","Using a generic company email (e.g., info@) instead of a customer service contact — customers who reply have no clear owner and the issue stalls.",{"name":279,"plain_english":280,"sample_language":281,"common_mistake":282},"Date and customer address block","States the date the notice is issued and the customer's name and mailing or billing address.","[DATE] | [CUSTOMER FULL NAME] | [CUSTOMER ADDRESS]","Omitting the date — without it, the customer has no reference point for when the ETA was communicated, which creates disputes if the restock date is missed.",{"name":284,"plain_english":285,"sample_language":286,"common_mistake":287},"Subject line","A one-line summary that identifies the letter as a back order notice and references the order number.","Re: Back Order Notification — Order #[ORDER NUMBER], Item: [PRODUCT NAME/SKU]","Writing a vague subject line like 'Update on your order.' Customers who receive many order-related emails may not open it promptly.",{"name":289,"plain_english":290,"sample_language":291,"common_mistake":292},"Opening acknowledgment","Thanks the customer for their order and acknowledges the specific item affected by the back order.","Thank you for your recent order (#[ORDER NUMBER]) placed on [DATE]. We are writing to inform you that [PRODUCT NAME], SKU [SKU], is currently on back order and is temporarily unavailable.","Jumping straight to the delay without acknowledging the order — this reads as impersonal and increases customer frustration.",{"name":294,"plain_english":295,"sample_language":296,"common_mistake":297},"Explanation of the delay","Briefly explains the reason for the back order (supplier delay, unexpected demand, production issue) at an appropriate level of detail.","Due to [REASON — e.g., higher-than-anticipated demand / a supplier production delay], our current stock of [PRODUCT NAME] is temporarily exhausted. We are working closely with our supplier to replenish inventory as quickly as possible.","Over-explaining internal supply chain problems in customer-facing language — this can undermine confidence rather than reassure the customer.",{"name":299,"plain_english":300,"sample_language":301,"common_mistake":302},"Estimated restock and ship date","Provides the best available estimate of when the item will be back in stock and when the customer can expect shipment.","We currently anticipate restocking [PRODUCT NAME] by [ESTIMATED DATE] and expect to ship your order within [X] business days thereafter. We will notify you immediately if this timeline changes.","Providing an ETA you are not confident in. A missed ETA on a back order notice destroys more trust than a slightly later but reliable one.",{"name":304,"plain_english":305,"sample_language":306,"common_mistake":307},"Alternatives or substitution options","Offers the customer one or more equivalent or substitute products they can receive sooner, if available.","In the meantime, we would like to offer you [ALTERNATIVE PRODUCT NAME] as a comparable substitute, available to ship within [X] business days at [SAME PRICE / ADJUSTED PRICE OF $X]. Please reply to this notice or call [PHONE] if you would like to proceed with this alternative.","Offering a substitute without specifying price or availability — the customer has no basis to make a decision and is likely to cancel rather than ask.",{"name":309,"plain_english":310,"sample_language":311,"common_mistake":312},"Customer options and next steps","Clearly states the customer's choices: wait for the back ordered item, accept a substitute, or cancel for a full refund.","You may (a) continue to wait for [PRODUCT NAME] to be restocked, (b) accept [ALTERNATIVE PRODUCT] as a substitute, or (c) cancel your order for a full refund of $[AMOUNT]. Please let us know your preference by [RESPONSE DATE] by replying to [EMAIL] or calling [PHONE].","Not including a cancellation option. Customers who feel locked in escalate to chargebacks rather than contacting you — which is costlier than a straightforward refund.",{"name":314,"plain_english":315,"sample_language":316,"common_mistake":317},"Closing and contact details","Apologizes for the inconvenience, thanks the customer for their patience, and provides a direct contact for follow-up questions.","We sincerely apologize for any inconvenience this delay may cause and appreciate your patience. If you have any questions, please contact our customer service team at [EMAIL] or [PHONE], [HOURS]. We value your business and look forward to fulfilling your order.","Ending with a generic sign-off that includes no specific contact information — customers who have questions either email the wrong address or take to social media.",[319,324,329,334,339,344,349],{"step":320,"title":321,"description":322,"tip":323},1,"Fill in sender and customer details","Enter your company's name, address, phone, and a customer service email in the header. Add the customer's full name and billing or shipping address in the address block below.","Use the customer service team's direct email rather than a general inbox — it signals accountability and speeds up replies.",{"step":325,"title":326,"description":327,"tip":328},2,"Add the order reference and affected item","Insert the customer's order number, the date the order was placed, and the specific product name and SKU that is backordered.","If multiple items in the same order are backordered, list each one on a separate line in the subject line and opening paragraph.",{"step":330,"title":331,"description":332,"tip":333},3,"Write a brief, honest explanation of the delay","State the cause in one or two sentences at a level of detail that is informative without oversharing internal logistics problems.","Phrases like 'higher-than-anticipated demand' or 'a supplier production delay' are sufficient — avoid naming specific suppliers or quoting internal systems.",{"step":335,"title":336,"description":337,"tip":338},4,"Enter the estimated restock and ship date","Provide the most reliable ETA available. If you have a confirmed supplier delivery date, use it. If not, give a conservative range and commit to an update if it changes.","Adding 5–7 buffer days to a supplier's stated delivery date reduces the chance of sending a follow-up delay notice.",{"step":340,"title":341,"description":342,"tip":343},5,"List substitute or alternative products if available","Identify one or two comparable products from your current inventory with their price and availability. Be specific enough that the customer can make a decision without calling you.","Link to the substitute product's page if sending the notice by email — it removes friction and improves acceptance rate.",{"step":345,"title":346,"description":347,"tip":348},6,"State the customer's options clearly","Spell out all three choices — wait, substitute, or cancel — and provide a response deadline and contact method for each.","A 5–7 business day response window balances urgency with giving the customer reasonable time to decide.",{"step":350,"title":351,"description":352,"tip":353},7,"Review, date, and send","Proofread for accuracy — confirm the order number, item name, and ETA match your order management system before sending. Send the notice by the same channel the customer used to order (email or post).","Send the notice within 24 hours of confirming the back order — customers who discover a delay by chasing you are significantly harder to retain.",[355,359,363,367],{"mistake":356,"why_it_matters":357,"fix":358},"Sending the notice after the customer complains","Customers who discover a delay by following up have already lost confidence. Proactive notification retains far more goodwill than reactive explanation.","Set an internal trigger to send the notice within 24 hours of confirming any item cannot ship on the original date.",{"mistake":360,"why_it_matters":361,"fix":362},"Providing an ETA you cannot reliably meet","A missed ETA turns a manageable delay into a trust crisis — the customer now doubts every subsequent communication.","Add a 5–7 day buffer to the supplier's stated delivery date and commit to sending a follow-up notice if the timeline changes.",{"mistake":364,"why_it_matters":365,"fix":366},"Not offering a cancellation option","Customers who feel they cannot cancel will dispute the charge with their payment provider, triggering a chargeback that costs more than a refund.","Always include a clear cancellation-for-refund option with a specific amount and process — even if you prefer the customer to wait.",{"mistake":368,"why_it_matters":369,"fix":370},"Omitting the order reference number and SKU","Without a specific order number and product identifier, the customer cannot match the notice to their purchase, and your support team cannot locate the transaction quickly.","Always include both the order number and the product SKU or exact product name in the subject line and opening paragraph.",[372,375,378,381,384,387,390,393],{"question":373,"answer":374},"What is a notice of back ordered item?","A notice of back ordered item is a formal letter or email a seller sends to a customer to explain that one or more items from a placed order are temporarily out of stock and cannot be shipped by the original expected date. It identifies the affected item, explains the reason for the delay, provides an estimated restock date, and presents the customer's options — including waiting, substituting an alternative product, or cancelling for a refund.\n",{"question":376,"answer":377},"When should I send a back order notice?","Send it within 24 hours of confirming that an ordered item cannot be fulfilled on time. The sooner the customer is informed, the more goodwill is preserved. Waiting until the original ship date has passed — or until the customer follows up — significantly increases the likelihood of cancellation or a payment dispute.\n",{"question":379,"answer":380},"What should a back order notice include?","At minimum: the customer's order number and date, the specific item and SKU affected, a brief explanation of the cause, the estimated restock and ship date, any available substitute products with pricing, and a clear statement of the customer's options (wait, substitute, or cancel for refund). Missing the order reference number or the ETA are the two most common omissions that cause follow-up calls.\n",{"question":382,"answer":383},"Does a back order notice need to offer a refund option?","Yes, in most situations. While there is generally no legal obligation to cancel simply because of a delay, failing to offer one increases the risk that the customer will dispute the charge with their credit card provider. A chargeback costs more than a straightforward refund, so explicitly offering a cancellation option is better practice even when you expect most customers to wait.\n",{"question":385,"answer":386},"How is a back order notice different from an order cancellation letter?","A back order notice communicates a delay while keeping the order open — the seller intends to fulfil it once stock is available. An order cancellation letter terminates the transaction entirely and triggers a refund. Use a back order notice when you have a credible ETA; use a cancellation letter when the item cannot be sourced at all or the delay is indefinite.\n",{"question":388,"answer":389},"Should I send a back order notice by email or post?","Email is the standard channel for most consumer and B2B e-commerce transactions — it is faster and provides a searchable record for both parties. Use postal mail if the original order was placed by mail or if the customer has no email address on file. Whichever channel you use, retain a copy with a timestamp as proof of notification.\n",{"question":391,"answer":392},"What happens if the restocked item arrives later than the ETA I gave the customer?","Send a follow-up notice immediately with the revised date, a renewed apology, and a restatement of the customer's options. Customers who receive proactive updates are far more likely to remain patient than those who discover the delay has extended by following up themselves. Consider offering a small discount or shipping upgrade as goodwill on a second delay.\n",{"question":394,"answer":395},"Can I use this template for multiple backordered items in a single order?","Yes. List each backordered item on a separate line in the subject line and opening paragraph, with the SKU, quantity, and individual ETA for each. If some items in the order are shipping on time, note which ones are being fulfilled immediately so the customer has a complete picture of their order status.\n",[397,401,405,409],{"industry":398,"icon_asset_id":399,"specifics":400},"Retail and e-commerce","industry-retail","High order volumes mean back order notices are often triggered automatically by order management systems, but the message still needs clear ETA language and a cancellation link.",{"industry":402,"icon_asset_id":403,"specifics":404},"Manufacturing and industrial supply","industry-manufacturing","Backordered components can halt customer production lines, so notices must include a firm ETA and an escalation contact — not just a general customer service address.",{"industry":406,"icon_asset_id":407,"specifics":408},"Healthcare and medical supplies","industry-healthtech","Back orders on medical consumables may require the notice to document the delay for regulatory or procurement records, and to provide a WHO-approved substitute reference.",{"industry":410,"icon_asset_id":411,"specifics":412},"Food and beverage distribution","industry-food-beverage","Seasonal availability and short shelf-life products make back orders common; notices should specify whether the item will be restocked or is a seasonal out-of-stock with no return date.",[414,417,421,425],{"vs":233,"vs_template_id":415,"summary":416},"order-cancellation-letter-D1107","An order cancellation letter terminates the transaction and triggers a refund — it is used when an item cannot be sourced at all or the delay is indefinite. A back order notice keeps the order open with an expected fulfillment date. Use the cancellation letter when you have no credible ETA; use the back order notice when you do.",{"vs":418,"vs_template_id":419,"summary":420},"Shipping Confirmation Letter","D{SHIPPING_CONFIRMATION_ID}","A shipping confirmation letter notifies the customer that their order has been dispatched and provides tracking details. A back order notice is sent before dispatch to explain a delay. The two letters represent opposite ends of the fulfillment timeline — one opens an expectation gap, the other closes it.",{"vs":422,"vs_template_id":423,"summary":424},"Delay of Delivery Notice","D{DELAY_DELIVERY_NOTICE_ID}","A delay of delivery notice addresses a shipment that has already left the warehouse but is delayed in transit — typically a carrier or logistics issue. A back order notice covers a delay that occurs before the item can ship at all, due to a stock shortage. The cause and the remedies described in each letter differ accordingly.",{"vs":426,"vs_template_id":427,"summary":428},"Customer Complaint Response Letter","D{COMPLAINT_RESPONSE_ID}","A complaint response letter is reactive — sent after a customer raises a concern or dispute. A back order notice is proactive — sent as soon as the seller identifies the fulfillment problem. Proactive back order communication often prevents the complaint that would otherwise require a response letter.",{"use_template":430,"template_plus_review":434,"custom_drafted":438},{"best_for":431,"cost":432,"time":433},"Any business sending standard back order notifications to customers","Free","5–10 minutes per notice",{"best_for":435,"cost":436,"time":437},"Businesses with high back order volumes who want to standardize language and integrate with an order management system","$50–$200 (copywriter or operations review)","1–2 hours",{"best_for":439,"cost":440,"time":441},"Regulated industries (medical, food safety) where back order notices must meet compliance documentation standards","$200–$600","1–3 days",[234,443,444,445,446,447,448,449,450,451,452,453],"purchase-order-D1411","sales-invoice-D383","credit-note-D13639","complaint-letter-D13000","acknowledgment-and-acceptance-of-order-D1087","price-increase-D1443","demand-letter-D13262","letter-of-intent_acquisition-of-business-D5197","refund-request-form-D1278","vendor-agreement-D13292","how-to-review-a-supplier-contract-D12593",{"emit_how_to":455,"emit_defined_term":455},true,{"primary_folder":113,"secondary_folder":457,"document_type":458,"industry":459,"business_stage":460,"tags":461,"confidence":466},"customer-service","notice","general","all-stages",[458,462,463,464,465],"inventory","back-order","customer-communication","order-management",0.85,"\u003Ch2>What is a Notice of Back Ordered Item?\u003C/h2>\n\u003Cp>A \u003Cstrong>Notice of Back Ordered Item\u003C/strong> is a formal business letter a seller sends to a customer to communicate that one or more items in a placed order are temporarily out of stock and cannot be shipped by the originally expected date. It identifies the specific product affected, explains the reason for the shortage, provides an estimated restock and ship date, and presents the customer's options — waiting for the item, accepting a substitute, or cancelling for a full refund. The letter is used by retailers, distributors, and manufacturers whenever a supply gap disrupts a confirmed order.\u003C/p>\n\u003Ch2>Why You Need This Document\u003C/h2>\n\u003Cp>Failing to notify a customer of a back order — or doing so only after they follow up — is one of the fastest ways to lose a repeat buyer. Customers who discover a delay on their own are significantly more likely to cancel, dispute the charge with their bank, or leave a negative review. A prompt, professionally worded back order notice controls the narrative before frustration sets in, gives the customer the information they need to make a decision, and creates a written record that you communicated the issue proactively. This template provides the structure to send a clear, complete notification in under ten minutes — protecting customer relationships and reducing the volume of inbound service inquiries your team has to manage.\u003C/p>\n",1779808870028]