A Full Guide to Logistics Email Templates
Logistics emails keep shipments moving and customers informed. Here are templates you can copy, customize, and send today.
Why Logistics Emails Matter
Every package that moves involves multiple emails. Shipping confirmations, delivery updates, delay notifications, customs alerts. These emails do more than inform. They build trust, reduce support tickets, and keep operations running smoothly.
Poor logistics communication creates problems:
Customers call asking "where is my order?"
Warehouse staff miss critical updates
Partners get blindsided by delays
Disputes arise from miscommunication
Good logistics emails prevent all of this.
Types of Logistics Emails
Each type requires a different tone and level of detail. Let us look at templates for each.
Shipping Confirmation Email Template
This is often the first email a customer receives after purchase. Make it clear and useful.
Subject line: Your order has shipped! Track your package
Body:
Hi [Name],
Good news. Your order is on its way.
Order details:
Order number: [#12345]
Items: [Product name(s)]
Carrier: [FedEx/UPS/USPS]
Tracking number: [123456789]
Track your package: [Tracking link]
Estimated delivery: [Date]
Questions? Reply to this email or contact us at [support email].
Thanks for your order.
[Company name]
Why this works:
Subject line is clear and action-oriented
All key information is easy to find
Tracking link is prominent
Sets delivery expectations
Provides support contact
For more on writing effective email subject lines, see our guide on email subject lines for sales.
Delivery Update Email Template
Send these at key points: when the package is out for delivery, when delivery is attempted, or when status changes significantly.
Subject line: Your package is out for delivery today
Body:
Hi [Name],
Your order [#12345] is out for delivery and should arrive today.
Delivery address: [Street address] [City, State ZIP]
Expected delivery window: [Time range if available]
Track live: [Tracking link]
If you will not be home, most carriers will leave the package at your door or attempt redelivery tomorrow.
Questions? We are here to help at [support email].
[Company name]
This email reduces "where is my package" inquiries by proactively sharing status. For improving email delivery rates (the technical kind), check our email deliverability tips.
Delay Notification Email Template
Nobody likes delays. But customers hate surprises more than delays. Notify early and honestly.
Subject line: Update on your order [#12345] - Shipping delay
Body:
Hi [Name],
We wanted to let you know about a delay with your order.
What happened: [Brief, honest explanation - weather, carrier issue, inventory delay, etc.]
Original delivery date: [Date] New estimated delivery: [Date]
We know this is frustrating, and we apologize for the inconvenience. Your package is still on its way, and we are monitoring it closely.
Track your package: [Tracking link]
If you have questions or need to make changes, reply to this email or contact [support email].
Thank you for your patience.
[Company name]
Tips for delay emails:
Send as soon as you know about the delay
Be honest about the reason
Provide a new estimated date if possible
Apologize without over-apologizing
Offer a way to contact you
Delivery Confirmation Email Template
Confirm that the package arrived and open the door for feedback or next steps.
Subject line: Your order has been delivered!
Body:
Hi [Name],
Great news. Your order [#12345] was delivered today.
Delivered to: [Address] Delivered at: [Time] on [Date]
Did not receive it? Sometimes packages are left with neighbors or in a secure location. Check around your delivery area first, then contact us at [support email] if you still cannot find it.
Love your purchase? We would appreciate a quick review: [Review link]
Need help? Our support team is available at [support email].
Thanks for shopping with us.
[Company name]
This email closes the loop and creates an opportunity for reviews. For more on building customer relationships through email, see our guide on customer engagement principles.
Customs and Documentation Email Template
For international shipments, documentation emails prevent packages from getting stuck at customs.
Subject line: Important: Documentation needed for your international shipment
Body:
Hi [Name],
Your order [#12345] is being prepared for international shipping to [Country].
To ensure smooth customs clearance, please review the attached documentation:
Attached documents:
Commercial invoice
Packing list
[Any required certificates]
Important information:
Declared value: [Value]
HS codes: [Codes]
Expected customs processing time: [X days]
If customs requires additional information, they may contact you directly. Keep this email and attachments for your records.
Questions about international shipping? Contact us at [support email].
[Company name]
International logistics involves complexity. Clear documentation emails prevent delays and confusion.
Warehouse Notification Email Template
Internal emails to warehouse staff need to be clear, scannable, and actionable.
Subject line: [URGENT/STANDARD] Shipment ready for pickup - Order #12345
Body:
Action required: Prepare shipment for carrier pickup
Order details:
Order #: 12345
Customer: [Name]
Ship to: [Address]
Carrier: [FedEx Ground]
Pickup time: [2:00 PM today]
Items to ship:
[SKU] - [Product name] - Qty: [2]
[SKU] - [Product name] - Qty: [1]
Special instructions: [Fragile handling required / No special instructions]
Location: Bin [A-15]
Confirm shipment prepared by replying to this email or updating the system.
Warehouse emails need to prioritize scanability. Staff are busy. Make key information impossible to miss.
Partner and Carrier Communication Template
Emails to logistics partners and carriers need professional tone and complete information.
Subject line: Pickup request - [Company name] - [Date]
Body:
Hi [Partner name],
We have a shipment ready for pickup at our [Location] facility.
Pickup details:
Date: [Date]
Time window: [9 AM - 12 PM]
Address: [Full address]
Contact: [Name, phone]
Shipment information:
Number of packages: [X]
Total weight: [X lbs/kg]
Dimensions: [If relevant]
Destination: [City, Country]
Special requirements: [Lift gate needed / Temperature controlled / None]
Please confirm receipt of this request and expected pickup time.
Thank you, [Your name] [Company name] [Contact info]
Partner emails establish professional relationships. Complete information prevents back-and-forth. For writing effective business emails, see our guide on writing sales pitch emails.
Logistics Email Subject Lines That Get Opened
Subject lines determine whether your email gets read or ignored. For logistics emails, clarity beats creativity.
For shipping confirmations:
Your order has shipped - Track it here
[Company] Order #12345 shipped!
Your package is on its way
For delivery updates:
Your package arrives tomorrow
Out for delivery: Order #12345
Delivery update for your order
For delays:
Update on your order - Shipping delay
Important: Your delivery date has changed
We need to tell you about a delay
For delivery confirmation:
Your order has been delivered!
Package delivered - Order #12345
Good news: Your order arrived
Notice the pattern. State what the email is about directly. No tricks, no clickbait. Logistics emails need to be opened and understood quickly.
For more on subject line strategy, check our guide on networking email subject lines.
Automating Logistics Emails
Manual logistics emails do not scale. Set up automation triggers for each email type.
Common automation triggers:
Most e-commerce platforms (Shopify, WooCommerce, BigCommerce) have built-in shipping notifications. For more complex workflows, tools like Klaviyo, Omnisend, or custom API integrations provide flexibility.
For automation strategies, see our guide on email marketing automation workflows.
Best Practices for Logistics Emails
Be proactive, not reactive
Send updates before customers have to ask. A customer who gets a delay notification before they expected delivery feels informed. A customer who discovers the delay by checking tracking feels frustrated.
Include all relevant information
Every logistics email should answer: What happened? What does the customer need to know? What should they do next? Missing information generates support tickets.
Make tracking easy
Put tracking links front and center. Do not make customers dig through paragraphs to find them.
Set realistic expectations
Under-promise and over-deliver works here. If delivery might take 5-7 days, say 5-7 days. Customers are happier when packages arrive "early" than when they arrive "late."
Personalize where possible
Use the customer's name. Reference their specific order. Generic emails feel automated (even when they are). Personalized emails feel attentive.
Optimize for mobile
Most people check email on their phones. Use short paragraphs, clear headers, and large tap targets for links and buttons.
For email formatting tips, see our guide on email layouts that boost engagement.
Logistics Email Metrics to Track
Measure what matters:
If your shipping confirmation emails have low open rates, test different subject lines. If support tickets about "where is my order" stay high despite sending tracking emails, check if your emails are reaching inboxes. Our email delivery tracking guide covers how to diagnose delivery issues.
Industry-Specific Logistics Email Tips
E-commerce
Focus on customer-facing emails: shipping confirmations, updates, and delivery notices. Include product images when possible to help customers remember what they ordered.
B2B and Wholesale
Include more documentation: packing lists, invoices, BOLs. Recipients often need to process shipments through their own systems.
Food and Perishables
Time sensitivity is critical. Include specific delivery windows and instructions for what to do if the recipient will not be available.
Freight and Heavy Goods
Coordinate delivery appointments. Include driver contact information and any special unloading requirements.
For B2B-specific strategies, see our guide on B2B email marketing best practices.
Handling Logistics Email Replies
Customers reply to logistics emails. Be ready.
Common replies and how to handle them:
"I did not receive my package but tracking says delivered."
Express concern
Ask them to check with neighbors/building staff
Offer to file a claim with the carrier
Provide resolution timeline
"Can I change my delivery address?"
Check if the package has already shipped
If yes, explain options (intercept, redirect)
If no, make the change and confirm
"When will my order ship?"
Provide current status
Give estimated ship date
Explain any delays if applicable
Reply quickly. Logistics issues feel urgent to customers, even when they are not.
FAQs
What should a shipping confirmation email include? Order number, items shipped, carrier name, tracking number, tracking link, and estimated delivery date. Include a support contact for questions.
How do I notify customers about shipping delays? Send an email as soon as you know about the delay. Be honest about the reason, provide a new estimated delivery date, apologize briefly, and include tracking information.
Should logistics emails be automated? Yes. Manual emails do not scale and create delays. Set up automation triggers for shipping confirmation, delivery updates, and delivery confirmation at minimum.
How can I reduce "where is my order" support tickets? Send proactive tracking updates at key milestones. Make tracking links easy to find. Set realistic delivery expectations upfront.
What is a good open rate for logistics emails? Shipping and delivery emails typically see 60-80% open rates because customers actively want this information. If yours is significantly lower, check deliverability and subject lines.
How do I handle international shipping emails? Include all required customs documentation as attachments. List declared values and HS codes. Explain the customs clearance process and typical timeline for the destination country.
Need help with email strategy for your logistics business? Inagiffy builds email systems that keep customers informed and operations running smoothly. Learn how we can help.