Request for Partial Shipment

A Request for Partial Shipment is a short business letter you send to a supplier asking them to ship the items from your order that are currently in stock, rather than holding the entire shipment until every item is available. People most often use it when part of an order is on backorder but they need the in-stock goods right away. You can download this template free in PDF and DOCX formats with no signup required.

What Is a Request for Partial Shipment?

A Request for Partial Shipment is a written communication from a buyer to a seller that modifies an earlier shipping instruction. When the original order specified that all items ship together, this letter tells the supplier to send whatever is available now and to backorder the remaining items. It is typically issued by a purchasing manager, business owner, or individual customer, and addressed to the vendor’s order-fulfillment or customer-service department. The letter documents the change in writing so there is a clear record of who requested the split shipment, when, and against which order number. That paper trail helps prevent confusion over invoicing, delivery dates, and which items are still outstanding.

When Do You Need a Request for Partial Shipment?

This letter is useful any time you would rather receive part of an order promptly than wait for a complete shipment. Common situations include:

• A supplier notifies you that one or more line items are out of stock or delayed, but the rest of the order is ready to go.
• You urgently need certain items for an event, project, or production run and cannot wait for the slow-moving items.
• You placed an order with a “ship complete” instruction and now want to reverse that decision.
• Seasonal or promotional inventory is about to sell out and you want to lock in what is available before it is gone.
• You are managing cash flow or storage and prefer to receive — and possibly pay for — goods in stages.
• A customer of yours is waiting on the in-stock portion, so you want to fulfill them quickly while the backordered items follow.

What a Request for Partial Shipment Should Have

A complete and effective partial shipment request includes a few key elements so the supplier can act without follow-up questions. It should clearly identify the recipient company and its address, reference the original order by date and order number, restate the original “ship together” instruction, and explicitly request that available items be shipped now. Just as important, it should ask the supplier to confirm which items remain outstanding and when they are expected to ship. Finally, it should be signed by the sender so the vendor knows the request is authorized. Keeping the tone polite and concise helps ensure a quick, cooperative response.

How to Fill Out a Request for Partial Shipment

1. In the To block, enter the supplier’s Company Name, Address, and City, State, Zip so the letter reaches the right fulfillment team.
2. Keep the salutation as “To Whom It May Concern” if you don’t have a contact name, or replace it with the name of your account representative.
3. Fill in the company name with whom you placed the order and the date the original order was submitted.
4. Enter the order number exactly as it appears on your confirmation or invoice — this is the single most important reference point.
5. The body confirms that you originally requested all items ship together; leave this in place so the supplier understands the change.
6. State plainly that you are now requesting a partial shipment of whatever items are currently available.
7. Confirm the request that the supplier notify you which items will still be waiting for shipment.
8. Sign the letter as the Sender, adding your title, phone, and email if you want a faster reply.

Tips for a Smooth Partial Shipment

Before sending, double-check whether splitting your order triggers any extra fees — some suppliers charge separate freight for each shipment, while others waive it. If shipping cost is a concern, add a sentence asking the vendor to confirm any additional charges before they proceed. It also helps to keep a copy of the letter with your order records, and to ask for an updated estimated ship date on the backordered items so you can plan around the remaining delivery. If your order involves many line items, attaching a list that flags which items are urgent can prevent miscommunication.

How It Differs From a Cancellation or Change Order

A Request for Partial Shipment is not a cancellation — you still want all the items eventually; you simply want them in two or more deliveries. It also differs from a change order, which alters quantities, prices, or products. Here, the order itself stays the same; only the timing and grouping of delivery change. Keeping this distinction clear in your letter prevents the supplier from mistakenly canceling the backordered items or revising the order total.

Common Mistakes to Avoid

• Omitting or mistyping the order number, which forces the supplier to search for your order and delays the shipment.
• Forgetting to ask the supplier to confirm which items remain outstanding, leaving you unsure what to expect.
• Not checking whether a split shipment adds freight or handling charges before requesting it.
• Sending the letter to a general address instead of the specific order-fulfillment or customer-service contact.
• Being vague about which items are urgent when only some of the available stock is time-sensitive.
• Failing to keep a dated copy of the request for your own records in case a dispute arises later.

Frequently Asked Questions

What is a Request for Partial Shipment letter? It is a brief business letter asking a supplier to ship the in-stock portion of your order now and hold or backorder the rest. It updates an earlier instruction to ship the order complete. The letter creates a written record of the change tied to your specific order number.

How do I fill out this template? Enter the supplier’s name and address, the date you placed the order, and the order number, then sign as the sender. The body already explains that you originally asked for items to ship together and now want a partial shipment. Add your contact details so the vendor can confirm details quickly.

Will a partial shipment cost me extra? It depends entirely on the supplier’s policies. Some vendors absorb the cost of an additional shipment, while others charge separate freight for each delivery. Ask the supplier to confirm any extra charges before they ship if cost is a concern.

Does this letter cancel the backordered items? No. A partial shipment request keeps your full order intact and simply splits delivery into stages. The remaining items should still ship once they become available, which is why the letter asks the supplier to notify you of their status.

Is this letter legally binding? It is a request to modify shipping arrangements, not a standalone contract. Whether it changes your agreement depends on the original purchase terms and the supplier’s acceptance. For significant orders, confirm the change in writing with the vendor.

Is this template really free? Yes. You can download the Request for Partial Shipment template free in both PDF and DOCX formats with no signup required, and edit it to match your order and supplier details.

This template is provided as a general example for informational purposes only and does not constitute legal, financial, or business advice. Order and shipping terms vary by supplier and jurisdiction — review your purchase agreement and consult a qualified professional if you have questions about your specific situation.

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