Dispatch note

Dispatch note is a document showing that goods have been sent to a customer . The document details include the chargeable weight and the service level booked .

As stated in Systems Analysis and Design the handwritten orders need a dispatch note before they can be sent; they are returned to the Sales Order Office after they have been picked, and they are then entered as PC prders to obtain a dispatch note. The dispatch note has then to be taken to the stores and attached to the goods before the goods can be delivered to the dealer .

Dispatch notes and customs declarations

As stated in United States Treaties and Other International Agreements

• One dispatch note and as many customs declarations as are required by the country of destination, conforming to forms C P 2 and C P 3 (Universal Postal Union), will be made up for each parcel; the customs declarations will be attached securely to the dispatch note.
• The sender must indicate on the back of the dispatch note or on the customs declaration, as well as on the cover of the parcel, what disposition is to be made of it in case it cannot be delivered, limiting himself to one of the following instructions:
• Provided the Administration of destination in not opposed thereto, up to three ordinary parcels, mailed by the same sender and addressed to the same addressee, may be included in a single dispatch note with its respective customs declarations. This provision does not aplly in the case od C. O. D. and/or insured parcels.

Number of parcels on same dispatch note

As stated in Parcel Post in Foreign Countries the option of using one dispatch note for the entry of several parcels does not apply to insured parcels, which require a separate dispatch note for each parcel. A seal, bearing the same impression as those by which the contents of the parcel are secured, must be affixed to the dispatch note. Every insured parcel and its accompanying dispatch note must bear the insured value written in francs and centimes, in words and in figures, without erasures or corrections

Posting of foreign parcels

In the Parcel Post in Foreign Countries we can find that parcels for a foreign country must be taken to the post office and handed in at the counter accompanied by dispatch notes duly filled up, together with as many customs declarations as required for the country of destination .In Egypt the same dispatch note may serve for three ordinary parcels, provided that they be from the same sender to the same addressee. Parcels for Russia must each be accompanied by a separate dispatch note .

Examples of Dispatch note

• A dispatch note typically includes the customer's name and address, a list of items sent, the quantity of each item, the shipping method used, and a unique tracking code.
• In the retail industry, a dispatch note is often used to provide a customer with a record of their order or to provide proof that the purchase has been shipped.
• In the logistics industry, a dispatch note is used to document the movement of goods from one point to another and to provide information about route, date, and time of delivery.
• A dispatch note can also be used as a proof of delivery, which is a document that confirms that goods were delivered to the customer.

Advantages of Dispatch note

Dispatch notes are essential documents that provide proof that goods have been sent to a customer. There are several advantages to using dispatch notes, including:

• They help to ensure that goods have been sent correctly, as they provide a record of the items and quantities shipped.
• By tracking the dispatch notes, businesses can ensure that customers have received the right products, in the right quantity and in a timely manner.
• Dispatch notes can help to speed up the payment process, as customers can see exactly what they have been sent and then quickly process their payment.
• For businesses, dispatch notes also provide a record of what has been sent out, so that any discrepancies can be easily identified and rectified.

Limitations of Dispatch note

The dispatch note has certain limitations that should be taken into account. These include:

• Limited information provided by the dispatch note - The dispatch note generally only provides basic information such as the sender, receiver, date, and list of products. It does not provide detailed information about the condition of the goods or any other relevant information.
• Not legally binding - The dispatch note is not a legally binding document and does not guarantee that the goods have been sent or received in a timely manner.
• Not suitable for international shipping - Dispatch notes are not suitable for international shipments as they may not be accepted by customs authorities in other countries.
• Can be easily lost or misplaced - Dispatch notes can be easily lost or misplaced and may not always be tracked or monitored, which can lead to delays or losses.

Other approaches related to Dispatch note

A dispatch note is a document showing that goods have been sent to a customer. Other approaches used to ensure that goods have been sent to customers include:

• Goods receipt - A goods receipt is a document confirming that goods have been received by the customer. It usually includes details such as the quantity, type, and quality of goods that were shipped.
• Delivery confirmation - Delivery confirmation is a process used to ensure that goods have been delivered to the correct address. It can also be used to verify that the goods were received in good condition.
• Shipping tracking - Shipping tracking is a process used to monitor the progress of goods as they are being shipped. It includes tracking the shipment from the point of origin to its destination.
• Order confirmation - Order confirmation is the process of confirming that an order has been placed and that the customer has accepted the terms of the order. This can include verifying payment information and confirming delivery dates.

In summary, a dispatch note is a document showing that goods have been sent to a customer. Other approaches to ensure goods have been sent to the correct customer include goods receipt, delivery confirmation, shipping tracking, and order confirmation.

Dispatch note — recommended articles

Dock receipt — Waybill — Shipping note — Ultimate consignee — Acknowledgement of receipt — Delivery note — Receiving report — Export declaration — Consular Invoice

References

• European Conference of Ministers of Transport (2001) ECMT Round Tables Transport of Waste Products OECD
• Roberts D., Pakkiri R. (2013) Decision Sourcing: Decision Making for the Agile Social Enterprise Gower Publishing
• Sharp J. (2015) Microsoft Visual C# 2013 Step by Step
• Taylor S., Gartside L. (2004) Model Business Letters, E-mails & Other Business Documents Pearson Education Limited
• United States. Congress. Senate. Committee on Post Offices and Post Roads (1912) Parcel Post in Foreign Countries Washington Government Printing Office
• United States. Dept. of State (1945) Executive Agreement Series U.S. Government Printing Office, Washingtion
• Whitehead G. (2013) (Organisation and Administration for Business (RLE: Organizations) Routledge
• Yeates D., Wakefield T. (2004) Systems Analysis and Design Pearson Education Limited

Footnotes

Author: Paulina Wolnik