Partial Shipment Notification

A partial shipment notification is a business letter that tells a customer part of their order is being shipped now while the remainder follows separately. Sending one keeps the customer informed, manages expectations, and protects the relationship when an order can’t ship complete. Download this free template in PDF or DOCX and adapt it to your situation. No signup required.

What Is a Partial Shipment Notification?

A partial shipment notification is a courteous, professional letter a supplier sends when it can fulfill only part of a customer’s order right away. There are many reasons an order ships in pieces: an item is temporarily out of stock, a portion exceeds the customer’s current credit limit, some goods are ready while others are still in production, or shipping logistics make a split delivery faster. Whatever the cause, putting the explanation in writing reassures the customer that nothing has been forgotten, tells them what to expect and when, and creates a clear record of how the order is being handled.

When Do You Need One?

• An ordered item is back-ordered or out of stock, but the rest of the order is ready to ship.
• The full order would exceed the customer’s approved credit limit, so you ship what’s covered now.
• Part of the order is in stock while the remainder is still being manufactured or sourced.
• Splitting the shipment gets the customer their most urgent items faster.
• A supplier delay affects only some line items and you don’t want to hold up the whole order.
• You want a documented, professional record of how and why an order was divided.

What the Letter Should Cover

A clear notification answers the customer’s natural questions: what’s shipping now, what’s delayed, why, and when the rest will arrive. Acknowledge the order and thank the customer, explain the reason for the split honestly and briefly, list what is shipping in this delivery, and give a realistic timeframe for the balance. Ending with reassurance and a contact for questions turns a potential frustration into a demonstration of good service.

How to Fill Out the Notification

1. Address the letter to the company name and contact, with their address.
2. Open by referencing the customer’s recent order and the order date, and thank them for it.
3. State the order total and, where relevant, explain the reason for the partial shipment (for example, that the amount exceeds the current credit limit, or that an item is back-ordered).
4. List exactly what is shipping now in this partial delivery.
5. Give a clear, realistic timeframe for when the remaining items will ship.
6. Close with reassurance, a point of contact for questions, and a professional sign-off.

Handling It Professionally

Tone matters here. Customers rarely mind a split shipment if they’re told promptly and honestly; they mind being left guessing. Be specific about quantities and dates rather than vague (“the balance will follow shortly” is weaker than a real date), and avoid over-apologizing — a calm, factual explanation reads as competence. If the split is due to a credit limit, handle it tactfully and offer the customer a path to release the rest, such as a payment or a credit review. Keep a copy of the letter with the order record so everyone on your team knows what was communicated.

Common Mistakes to Avoid

• Failing to notify the customer at all, leaving them to discover the short shipment on their own.
• Being vague about which items are shipping now versus later.
• Giving no date — or an unrealistic date — for the remaining items.
• Handling a credit-limit reason bluntly instead of tactfully.
• Forgetting to provide a contact for questions or concerns.
• Not keeping a copy of the notification with the order paperwork.

Protecting the Customer Relationship

A split shipment is a small bump that becomes a big problem only when it’s handled badly. Customers are remarkably forgiving when they’re told promptly and honestly what’s happening; they become frustrated when an order arrives short with no explanation and they have to chase you for answers. That’s why the timing and tone of this letter matter so much. Reach out the moment you know an order can’t ship complete, lead with what you can do rather than what you can’t, and be specific about quantities and dates so the customer can plan around the partial delivery. If the cause is a credit limit, frame it as a routine account matter with a clear path to release the balance, not as a refusal. Offer a direct contact — a name and a number or email — so any concern can be resolved by a person rather than a form. Where it’s warranted, a small goodwill gesture such as free shipping on the second delivery can turn an inconvenience into a memorable bit of service. Throughout, keep your internal records aligned: note in the order file exactly what was communicated and when, so anyone on your team who speaks to the customer next tells the same story. Handled this way, a partial shipment notification does more than manage a logistics hiccup — it demonstrates that your business is organized, honest, and easy to do business with, which is exactly what keeps customers coming back.

Frequently Asked Questions

What is a partial shipment notification? It’s a letter telling a customer that part of their order is shipping now and the rest will follow, along with the reason and an expected timeframe for the balance.

When should I send a partial shipment notice? As soon as you know an order can’t ship complete — promptly, before the customer notices a short delivery on their own. Early notice preserves trust.

What should I include? Reference the order and date, explain the reason for the split, list what’s shipping now, and give a realistic date for the remaining items, plus a contact for questions. The template above covers each part.

How do I explain a credit-limit reason without offending the customer? State it factually and respectfully, and offer a path forward — such as a payment that releases the balance or a credit review — so it reads as helpful rather than punitive.

Is a partial shipment the same as a back order? They’re related. A back order is the unfilled portion that ships later; a partial shipment notification is the letter that explains the situation and tells the customer what’s happening with both halves of the order.

How much does this template cost? It’s free to download in PDF and DOCX, with no signup required.

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• Notice of Sale Ending
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