Notice of Dispatch Template

In plain language: Identifies the sending company, its address and contact details, the recipient's name and address, and the date the notice was issued.

Common mistake: Using a personal email address instead of a business address. This makes the notice harder to route through the buyer's AP or receiving team.

In plain language: A one-line reference summarising the notice content, including the order or invoice number, so the buyer can file and retrieve it instantly.

Common mistake: Omitting reference numbers from the subject line. Without them, the buyer cannot match the notice to an open order and may delay acceptance or payment.

In plain language: Confirms that the goods have been dispatched and states the dispatch date clearly.

Common mistake: Writing 'goods will be dispatched shortly' instead of confirming an actual dispatch. A notice of dispatch should be sent after dispatch — not as an advance notification.

In plain language: Itemizes what was shipped — product names, SKUs, quantities, and units of measure — so the buyer can verify receipt against the order.

Common mistake: Referencing only the PO number without listing the goods. If the packing list goes missing in transit, the buyer has no independent record of what to expect.

In plain language: Names the carrier, states the service level, and provides the tracking or consignment number the buyer can use to monitor progress.

Common mistake: Providing a tracking number without the carrier URL or instructions. Buyers unfamiliar with a carrier's portal waste time locating the tracking link.

In plain language: States the date the carrier expects the goods to arrive, based on the service level selected.

Common mistake: Presenting the estimated delivery date as a guaranteed date. Carrier estimates are not guarantees — framing them as such creates dispute risk if transit is delayed.

In plain language: Provides any instructions the buyer needs to accept the shipment — contact person, access requirements, inspection obligations, or what to do if delivery fails.

Common mistake: Skipping inspection instructions entirely. Without them, buyers may not note visible damage on the carrier receipt, weakening any subsequent claim.

In plain language: Lists any documents included with or attached to the notice — invoice, packing list, certificate of origin, or bill of lading.

Common mistake: Listing documents that are not actually enclosed. Discrepancies between the notice and the shipment package create confusion and delay customs clearance for international orders.

In plain language: Invites the buyer to contact the sender with questions, provides the relevant contact name and details, and closes the letter professionally.

Common mistake: Closing without a named contact. Directing queries to a generic 'customer service' address slows resolution when the buyer has an urgent delivery issue.

A notice of dispatch is a formal letter or email a seller sends to a buyer to confirm that ordered goods have been shipped and are on their way. It identifies the goods, the carrier, the tracking number, and the estimated delivery date. It creates a documented record of when the seller fulfilled the shipment obligation under the contract or purchase order.

Send it on the same day the goods leave your facility or are collected by the carrier — not before. Sending it in advance of actual dispatch is misleading and can trigger payment or acceptance obligations the shipment has not yet earned. For international shipments, send it alongside or immediately after submitting export documentation to the freight forwarder.

In most standard commercial transactions, no law specifically mandates a notice of dispatch. However, many supply contracts and purchase orders include a clause requiring the seller to notify the buyer within a set period of dispatch — typically 24–48 hours. Failing to comply with that clause can constitute a breach of contract even if the goods themselves are delivered on time.

A notice of dispatch is sent by the seller before or at the moment of shipment to inform the buyer that goods are on their way. A delivery note (also called a goods receipt note) travels with the physical shipment and is signed by the buyer on receipt to confirm the goods arrived. Together they create a complete paper trail from dispatch to confirmed delivery.

A complete notice includes: sender and buyer details, the order and invoice reference numbers, the dispatch date, an itemized list of goods shipped with quantities, the carrier name and tracking number, the estimated delivery date, any delivery or receipt instructions, and a list of supporting documents enclosed or attached.

Yes — email is the standard delivery method for dispatch notices in most business-to-business contexts. Attach the notice as a PDF along with any referenced documents (invoice, packing list). Sending a PDF rather than plain email text ensures the notice is formatted consistently, easy to file, and readable if forwarded to a receiving team or customs agent.

A notice of dispatch does not typically require a handwritten or electronic signature to be effective. It is a notification letter, not a binding contract. However, including the name and title of the sender and a company letterhead gives the document a professional and traceable identity that is useful if a dispute arises over the timing or content of the notice.

In international trade, a dispatch notice serves an additional purpose beyond simple notification. It gives the buyer advance information needed to arrange import customs clearance, schedule receiving staff, and prepare payment under letter-of-credit terms. It also supports compliance with incoterms obligations — for example, under CIF or FOB terms, the seller's notice of dispatch triggers the transfer of risk to the buyer.