---
title: "Despatch advice"
description: "Information send by shippers to the recipient of goods informing that specified goods are sent or ready to be sent advising the detailed contents of the consign"
url: "https://oceancargo.co.uk/shipping-terms/despatch-advice"
date: "2026-05-20T22:27:49+00:00"
language: "en-GB"
---

![Ocean Cargo](https://oceancargo.co.uk/images/GenPics/OCs-Customs-Brokerage.webp)

 # Despatch Advice: Your Essential Guide to Pre-Shipment Communication

## What is a Despatch Advice?

In the intricate world of global logistics, clear and timely communication is paramount. A **Despatch Advice**, often synonymous with a **Despatch Note**, is a critical document sent by a shipper to the recipient of goods. Its primary purpose is to inform the consignee that specified goods have been sent or are ready to be sent, providing a detailed breakdown of the consignment's contents.

Think of it as a proactive heads-up. Before your cargo even leaves the origin port or warehouse, a Despatch Advice ensures that you, the recipient, are fully aware of what's coming, when it's expected, and precisely what it contains. This early notification is invaluable for planning, inventory management, and preparing for the arrival of your shipment.

At Ocean Cargo, we understand that effective communication underpins successful freight forwarding. Our commitment to transparency means we facilitate the smooth flow of information, including crucial Despatch Advice, to keep your supply chain running efficiently.

## Why is Despatch Advice So Important in Freight Forwarding?

The significance of a Despatch Advice extends far beyond a simple notification. It plays a pivotal role in optimising various stages of the logistics process, offering benefits to both the shipper and the recipient.

- **Enhanced Planning & Preparation:** For the recipient, knowing the exact contents and expected arrival of a shipment allows for better resource allocation. This includes preparing warehouse space, scheduling labour for unloading, and updating inventory systems in advance.
- **Improved Inventory Management:** With detailed information about incoming goods, businesses can maintain accurate inventory records, reduce stockouts, and prevent overstocking. This is particularly crucial for just-in-time (JIT) inventory systems.
- **Reduced Discrepancies & Errors:** By providing a clear list of items, quantities, and specifications, a Despatch Advice minimises the chances of discrepancies upon arrival. Any differences between the advice and the actual shipment can be identified and addressed quickly.
- **Streamlined Receiving Process:** When goods arrive, the Despatch Advice acts as a checklist. Receiving teams can quickly verify the contents against the document, speeding up the unloading and checking-in process.
- **Facilitates Customs Clearance:** While not a customs document itself, the information contained within a Despatch Advice can support the preparation of necessary customs declarations, especially when cross-referencing with commercial invoices and packing lists. Ocean Cargo's [customs compliance services](https://oceancargo.co.uk/services/customs-compliance/) leverage such information to ensure smooth transit.
- **Better Customer Service:** For businesses shipping to their own customers, a Despatch Advice allows them to provide accurate delivery estimates and detailed product information, enhancing the overall customer experience.
- **Proactive Problem Solving:** If a Despatch Advice indicates a partial shipment or an unexpected item, it allows for proactive communication and resolution before the goods even arrive, preventing potential delays or disputes.

Ocean Cargo integrates these communication protocols into our comprehensive [sea freight services](https://oceancargo.co.uk/services/sea-freight/) and [air freight solutions](https://oceancargo.co.uk/services/air-freight/), ensuring that our clients are always informed and prepared.

## Key Information Contained in a Despatch Advice

While the exact format may vary, a comprehensive Despatch Advice typically includes the following essential details:

- **Shipper's Details:** Name, address, and contact information of the sender.
- **Recipient's Details:** Name, address, and contact information of the consignee.
- **Despatch Advice Number:** A unique reference number for tracking and identification.
- **Date of Despatch:** The date the goods were sent or are scheduled to be sent.
- **Order Number/Reference:** The corresponding purchase order or sales order number.
- **Carrier Information:** Details of the freight forwarder or carrier, such as Ocean Cargo, and potentially the vessel or flight number.
- **Expected Delivery Date:** An estimated date of arrival for the consignment.
- **Detailed Item List:**
    - Product codes or SKUs
    - Product descriptions
    - Quantities of each item
    - Unit of measure (e.g., pieces, cartons, pallets)
    - Any special instructions or notes for specific items
- **Packaging Details:** Number of packages, type of packaging (e.g., cartons, crates, pallets), and their dimensions or weight.
- **Total Weight and Volume:** Overall weight and cubic volume of the entire consignment.
- **Incoterms:** The agreed-upon [Incoterms 2020](https://oceancargo.co.uk/incoterms-2020-explained/) rule governing the shipment, clarifying responsibilities and costs.

This level of detail ensures that all parties have a clear and consistent understanding of the shipment, facilitating smooth operations whether you're shipping [excavators and diggers to the UAE](https://oceancargo.co.uk/countries/uae/excavators-diggers-uae) or delicate [wind turbine components to Australia](https://oceancargo.co.uk/countries/australia/wind-turbine-components-blades-nacelles-tower-sections-australia).

## The Role of Despatch Advice in the Supply Chain Workflow

A Despatch Advice acts as a crucial link in the digital and physical flow of goods. Here's how it typically integrates into the broader supply chain:

1. **Order Placement:** The recipient places an order with the supplier/shipper.
2. **Order Fulfilment:** The shipper prepares the goods for shipment, picking and packing them according to the order.
3. **Despatch Advice Creation:** Once the goods are ready or have been despatched, the shipper generates and sends the Despatch Advice to the recipient. This can be via email, EDI (Electronic Data Interchange), or through a dedicated portal.
4. **Logistics Arrangement:** The shipper, often in conjunction with a freight forwarder like Ocean Cargo, arranges the transportation, whether it's [road freight](https://oceancargo.co.uk/services/road-freight/), sea freight, or air freight.
5. **Recipient Preparation:** Upon receiving the Despatch Advice, the recipient prepares for the incoming shipment, updating their inventory systems and scheduling receiving staff.
6. **Goods in Transit:** The consignment moves through the logistics network.
7. **Arrival & Receiving:** When the goods arrive at the recipient's location, the Despatch Advice is used to verify the contents against the physical delivery.
8. **Invoice Matching:** The Despatch Advice, along with the commercial invoice and purchase order, is used for three-way matching to ensure accuracy before payment is processed.

This structured approach, supported by documents like the Despatch Advice, is fundamental to the precision and reliability that Ocean Cargo brings to [sea freight services to Canada](https://oceancargo.co.uk/countries/canada/sea-freight-canada) and other global routes.

## Despatch Advice vs. Other Shipping Documents

While the Despatch Advice is vital, it's important to understand its distinction from other common shipping documents:

- **Commercial Invoice:** This is a bill for the goods from the seller to the buyer, detailing the sale transaction, prices, and payment terms. The Despatch Advice focuses on the physical contents and despatch status, not the financial transaction.
- **Packing List:** A packing list provides a detailed breakdown of the contents of each package within a consignment. While similar in content to a Despatch Advice, the packing list is typically attached to the physical shipment, whereas the Despatch Advice is a pre-notification document sent separately.
- **Bill of Lading (BOL) / Air Waybill (AWB):** These are contracts of carriage between the shipper and the carrier. They serve as a receipt for the goods, a title to the goods (for BOL), and specify the terms of transportation. The Despatch Advice is a communication between shipper and recipient, not a transport contract.
- **Proof of Delivery (POD):** This document is signed by the recipient upon receipt of the goods, confirming their delivery. The Despatch Advice is sent \*before\* delivery.

Each document serves a unique purpose, and together they form a comprehensive paper trail that ensures accountability and transparency throughout the shipping process. Ocean Cargo's expertise in [customs brokerage for the USA](https://oceancargo.co.uk/countries/usa/customs-brokerage-usa) and other regions means we guide clients through all necessary documentation.

#### Is a Despatch Advice legally required?

While not always a strict legal requirement in the same way a commercial invoice or bill of lading is, a Despatch Advice is considered best practice in commercial shipping. It significantly reduces disputes, improves efficiency, and is often a contractual expectation between trading partners.

#### Can a Despatch Advice be sent electronically?

Absolutely. In modern logistics, electronic Despatch Advice is common, often sent via email, EDI (Electronic Data Interchange), or through integrated supply chain management platforms. This speeds up communication and reduces paper waste.

#### What happens if the actual shipment differs from the Despatch Advice?

If discrepancies occur, the Despatch Advice serves as a crucial reference point. The recipient should immediately notify the shipper and, if applicable, their freight forwarder (like Ocean Cargo) to investigate the difference. This could indicate a picking error, damage in transit, or a partial shipment.

#### Is a Despatch Advice the same as a shipping notification?

Yes, "shipping notification" is a broader term that encompasses the purpose of a Despatch Advice. A Despatch Advice is a specific type of shipping notification that provides detailed content information, not just a general alert that goods have shipped.

### Ready to simplify your global logistics?

Get advice and a quote for your next shipment. Contact the Ocean Cargo team to start shipping.

[Freight Quote](https://oceancargo.co.uk/contact-us)

## Schema

```json
{ "@context": "https://schema.org", "@type": "BreadcrumbList", "itemListElement": [ { "@type": "ListItem", "position": 1, "name": "Home", "item": "https://oceancargo.co.uk" }, { "@type": "ListItem", "position": 2, "name": "Shipping Terms", "item": "https://oceancargo.co.uk/shipping-terms" }, { "@type": "ListItem", "position": 3, "name": "Despatch advice", "item": "https://oceancargo.co.uk/shipping-terms/despatch-advice" } ] }
```

```json
{ "@context": "https://schema.org", "@type": "FAQPage", "mainEntity": [ { "@type": "Question", "name": "Is a Despatch Advice legally required?", "acceptedAnswer": { "@type": "Answer", "text": "While not always a strict legal requirement in the same way a commercial invoice or bill of lading is, a Despatch Advice is considered best practice in commercial shipping. It significantly reduces disputes, improves efficiency, and is often a contractual expectation between trading partners." } }, { "@type": "Question", "name": "Can a Despatch Advice be sent electronically?", "acceptedAnswer": { "@type": "Answer", "text": "Absolutely. In modern logistics, electronic Despatch Advice is common, often sent via email, EDI (Electronic Data Interchange), or through integrated supply chain management platforms. This speeds up communication and reduces paper waste." } }, { "@type": "Question", "name": "What happens if the actual shipment differs from the Despatch Advice?", "acceptedAnswer": { "@type": "Answer", "text": "If discrepancies occur, the Despatch Advice serves as a crucial reference point. The recipient should immediately notify the shipper and, if applicable, their freight forwarder (like Ocean Cargo) to investigate the difference. This could indicate a picking error, damage in transit, or a partial shipment." } }, { "@type": "Question", "name": "Is a Despatch Advice the same as a shipping notification?", "acceptedAnswer": { "@type": "Answer", "text": "Yes, "shipping notification" is a broader term that encompasses the purpose of a Despatch Advice. A Despatch Advice is a specific type of shipping notification that provides detailed content information, not just a general alert that goods have shipped." } } ] }
```

```json
{ "@context": "https://schema.org", "@type": "Article", "mainEntityOfPage": { "@type": "WebPage", "@id": "https://oceancargo.co.uk/shipping-terms/despatch-advice" }, "headline": "Despatch advice", "description": "Information send by shippers to the recipient of goods informing that specified goods are sent or ready to be sent advising the detailed contents of the consign", "image": { "@type": "ImageObject", "url": "https://oceancargo.co.uk/images/GenPics/sea-freight3.webp" }, "publisher": { "@type": "Organization", "name": "Ocean Cargo", "logo": { "@type": "ImageObject", "url": "https://oceancargo.co.uk/images/300_ocean-logo.png" } }, "author": { "@type": "Person", "name": "Ocean Cargo", "url": "https://oceancargo.co.uk/shipping-terms/despatch-advice" }, "datePublished": "2025-09-02T11:39:44+00:00", "dateCreated": "2025-06-27T11:04:40+00:00", "dateModified": "2025-08-21T13:20:05+00:00" }
```

```json
{ "@context": "https://schema.org", "@type": [ "LocalBusiness" ], "@id": "https://oceancargo.co.uk/shipping-terms/despatch-advice#localbusiness3", "name": "Ocean Cargo", "image": "https://oceancargo.co.uk/images/300_ocean-logo.png", "url": "https://oceancargo.co.uk/shipping-terms/despatch-advice", "address": { "@type": "PostalAddress", "addressCountry": "UK", "addressLocality": "Oldham", "postalCode": "OL8 2PF" }, "openingHoursSpecification": { "@type": "OpeningHoursSpecification", "dayOfWeek": [ "Monday", "Tuesday", "Wednesday", "Thursday", "Friday", "Saturday", "Sunday" ], "opens": "00:00", "closes": "23:59" }, "aggregateRating": { "@type": "AggregateRating", "ratingValue": "4.8", "reviewCount": "500", "worstRating": 0, "bestRating": 5 } }
```