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An advice note informs customers that their order has been received and shipped, and includes details such as order numbers, descriptions of goods, and shipping costs. It is not a replacement for a bill of lading or packing list.
An advice note is a type of business document stating that an order placed by a customer has actually been received and cleared for shipment, and is now on its way. Sometimes referred to as a shipping notice, the intent of the document is to keep the customer informed of the current status of the order and also to make sure the customer knows in advance when to expect the arrival. Once provided to customers in the form of a business letter delivered by post, many businesses today use email or similar online notification processes to notify customers that an order has been processed and shipped, and to let the customer know approximately when the order will arrive at the destination point.
The warning note is somewhat similar to what is known as an acceptance tip. This document is often used in financial circles to affirm the extension of a line of credit to a customer, either by a vendor or by a financial institution such as a bank. While slightly different in purpose, both the advisory note and the acceptance advice serve the purpose of informing a client that the request she has submitted has been approved and will soon be available for that client’s use.
The amount of detail included in an advisory note will vary, sometimes based on local customs and other times by the commercial laws that apply in the jurisdiction where the vendor or supplier is located. Most versions of the note will include references to order numbers; any purchase order number provided by the customer; a description including the type and quantity of goods included in the order; and also the total costs, including any shipping costs which are assessed by the supplier. The method of delivery, including the name of the shipper, is also often part of the included details. If the shipment is a partial fulfillment of a customer order, the details can also identify which items will be shipped at a later date. When the details in the advisory note are complete enough, the customer can use the details to match them with the original purchase order and get a good idea of when to expect each of the items involved in that order.
It is important to note that an advice note does not replace the actual bill of lading accompanying the shipment, nor is it a document that serves as a packing list for the order. This type of commercial document is strictly informative, it serves as a means of notifying the customer when the order has been shipped, the shipping method used, the items included in the shipment and the expected delivery date. Customers should await receipt of order, verify accuracy and assess for damage in transit before paying if possible.
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