Withheld Delivery Notice Template

Customers place orders with a company or supplier, which arranges delivery to the agreed address. Sometimes, a supplier may need to delay or temporarily withhold delivery. When this happens, the buyer should be informed of the reason and the expected next steps.

The purchase order or sales agreement usually sets out the payment and delivery terms. Both parties should follow these terms and communicate promptly if difficulties arise.

An unexplained delay can cause inconvenience and damage the buyer’s trust. A withheld delivery notice provides a written explanation and clarifies what action is needed to resolve the issue.

Delivery may be withheld because of an overdue payment, a returned check, missing documentation, or a disruption to shipping services. It may also be delayed while the supplier arranges stock. The notice should distinguish between a payment-related hold and a logistical delay, state the relevant facts, and explain any available options. Cancellation should be handled according to the agreed terms.

Use our online tool to create a withheld delivery notice, or customize one of the templates below with your company’s details, the order reference, the reason for the hold, and the proposed resolution. Review the information before printing or sending it to the customer.

Sample #1

Subject: Delivery Hold for Order [Order Number] Placed on [Date]

Dear Mr. [Name],

We regret to inform you that delivery of your order has been temporarily delayed because the shipment is awaiting customs clearance. We understand that this may cause inconvenience and apologize for the delay.

You ordered a cosmetics kit on [Date], imported from [Country]. The shipment requires customs clearance before it can be released to our warehouse and dispatched to you.

An incomplete commercial invoice has delayed clearance. The customs authority has requested additional documentation, and we are working with the exporter to obtain it.

We currently expect the documentation process to take approximately one week, although the final release date has not been confirmed. We will provide an updated delivery estimate once the shipment is cleared.

If the shipment cannot be released and is returned to the exporter, we will contact you to explain the available options, including a refund of any payment received for goods we cannot supply.

Our customer service representative will update you by [Date], even if clearance is still pending. If you have questions or wish to discuss your order, please contact us at [Contact Details].

Thank you for your patience and understanding.

Regards,
[Name]
[Designation]
[Company Name]

Sample #2

Subject: Delivery Delay for Order [Order Number] Due to Shipping Restrictions

Dear Ms. [Name],

We are writing to inform you that your order, originally scheduled for delivery tomorrow, has been temporarily placed on hold. Shipping services in the affected area have been suspended following a government announcement, and we cannot yet confirm a revised delivery date.

Your order details are as follows:

Product: Mobile phone
Brand: Samsung
Model: ABC
Color: Black
Handling Instructions: Fragile
Order Number: [X]
Shipping ID: [X]
Order Date: [Date]
Payment Method: Cash on Delivery (COD)
Advance Payment: None
Original Delivery Date: [Date]
Revised Delivery Date: To be confirmed

A copy of your order confirmation is attached for reference.

We will review the status of your order within fifteen days and contact you by SMS or email with an update. If delivery remains unavailable, we will explain the options for continuing or canceling the order.

If you prefer to cancel now, please visit [Cancellation Link] or call 18192 for assistance. Our customer service team remains available online and by phone.

We apologize for the inconvenience and appreciate your patience while we work to resolve the delay.

Regards,
[Name]
[Designation]
[Company Name]