Withheld Delivery Notice

Allow me to share with you this Withheld Delivery Notice in PDF Format as well as in Text to help you immediately.

A Withheld Delivery Notice is a formal document used by suppliers to inform buyers about a delay in the delivery of their order. This notice provides the reason for the delay and outlines any steps the buyer may need to take to resolve the issue and receive the order promptly.

Importance of the Withheld Delivery Notice

  1. Legal Compliance:
    • Ensures that the supplier meets their legal obligation to inform the buyer about any delays in delivery, preventing potential legal disputes.
  2. Transparency:
    • Keeps the buyer informed about the status of their order, fostering trust and understanding.
  3. Problem Resolution:
    • Provides the buyer with necessary information to address any issues causing the delay, such as payment problems or inventory shortages.

Key Elements to Include in the Withheld Delivery Notice

  1. Order Reference:
    • Include the reference number of the order and relevant purchase order (PO) details.
  2. Important Dates:
    • Specify the date the order was placed and the agreed delivery date.
  3. Payment Details:
    • Include details of the payment status if it is a factor in the delay.
  4. Reason for Delay:
    • Clearly explain why the delivery is being withheld.
  5. Action Required:
    • Advise the buyer on what actions they need to take to resolve the issue and receive their order.
  6. Contact Information:
    • Provide contact details for further communication and resolution of the issue.

Free Withheld Delivery Notice {PDF Form}

Here is preview of a Free Fillable Withheld Delivery Notice as PDF Format,

Withheld Delivery Notice

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Sample Withheld Delivery Notice

Here’s a sample template for a withheld delivery notice:

[Supplier’s Company Letterhead]

Withheld Delivery Notice

Date: [Date]

To: [Buyer’s Name]
[Buyer’s Company Name]
[Buyer’s Address]
[City, State, ZIP Code]
[Email Address]
[Phone Number]

Subject: Notice of Withheld Delivery for Order [Order Number]

Dear [Buyer’s Name],

We hope this letter finds you well. We are writing to inform you of a delay in the delivery of your order [Order Number], which was placed on [Order Date] with an expected delivery date of [Agreed Delivery Date].

Order Details:

  • Order Number: [Order Number]
  • Order Date: [Order Date]
  • Agreed Delivery Date: [Agreed Delivery Date]

Reason for Delay: We regret to inform you that we are unable to deliver your order on the agreed date due to the following reason(s):

  • [Reason for Delay, e.g., Payment not received, Inventory shortage, Back-ordered items]

Action Required: To resolve this issue and expedite the delivery of your order, we kindly request that you:

  • [Action Required, e.g., Make the pending payment, Confirm new delivery date, Provide additional information]

Please contact us at your earliest convenience to discuss the next steps. You can reach us at [Supplier’s Contact Information].

We apologize for any inconvenience this delay may cause and appreciate your understanding and cooperation in resolving this matter. We are committed to ensuring that your order is delivered as soon as possible.

Thank you for your attention to this important matter.


[Supplier’s Name]
[Supplier’s Title]
[Supplier’s Company Name]
[Supplier’s Signature]
[Contact Information]

By following these guidelines and using the sample template, you can effectively communicate a withheld delivery notice to your buyers, ensuring they are informed about the delay and understand the necessary steps to resolve the issue. This approach fosters transparency and helps maintain a positive business relationship.

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