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How to write your Shipping Policy
We include this 1 page template with Photography/Media Contract Pack and the Proposal Kit Professional. You will get more content and software automation for data merging, managing client documents, and creating proposals with line item quoting with a Contract Pack or the Professional.
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Use cases for this template
Maple & Main clarifies domestic shipping and calms checkout anxiety
The Challenge
Fiona Lee's online boutique, Maple & Main, grew fast, but complaints spiked about delivery estimates, PO box restrictions, and how many business days "standard" meant; customer expectations were misaligned, order cancellations rose, and the customer service team spent hours answering repeat questions instead of resolving complex cases.
The Solution
They adopted the Shipping Policy contract as the governing document and used Proposal Kit to create supporting materials: a help center article set, a main shipping page summary, a refund-and-exchanges explainer, and a carrier comparison brief; the AI Writer generated a shipping strategy overview and a shopper-friendly shipping information example, while automated line-item quoting modeled how much shipping costs by speed, weight, and packaging.
The Implementation
Fiona's team published concise policy highlights in the website footer and an announcement bar for holiday delays, trained agents with a one-page quick-reference built from Proposal Kit templates, and inserted delivery windows and carrier options at checkout; operations used Proposal Kit's assembled SOP to process orders consistently and to escalate lost packages to carriers.
The Outcome
Confusion dropped, support tickets fell 28%, cart conversion improved, and packages shipped on time with clearer tracking; domestic orders met clear expectations, cancellations decreased, and the boutique could sell seasonal items with confidence.
{Redline Fasteners streamlines cross-border sales with clear international terms}
The Challenge
Marco Alvarez at Redline Fasteners struggled with international customers who lacked clarity on customs and import duties, leading to returns-to-sender, disputed charges, and delays when shipments were subject to country restrictions and special handling requirements.
The Solution
Redline used the Shipping Policy contract as the base, then applied Proposal Kit to produce supporting documents: an international shipping information guide, a country eligibility matrix, and a compliance checklist; the AI Writer drafted a carrier risk report and a lost-package procedures memo, while line-item quoting built side-by-side scenarios for flat rate versus weight-based shipping across carriers.
The Implementation
They displayed a concise international summary on the shipping policy page, linked detailed matrices in multiple pages, and embedded duties/taxes estimates at the point of checkout; a dedicated customer service team script helped buyers understand who is responsible for fees and what qualifies for expedited options under various circumstances.
The Outcome
Cross-border delivery estimates became predictable, fewer shipments bounced at customs, cash flow stabilized from accurate fees, and international sales expanded to new regions with a transparent, comprehensive set of guidelines.
{CedarGrove Provisions protects perishables with policy-backed cold-chain rules}
The Challenge
Naomi Park's gourmet startup, CedarGrove Provisions, faced spoilage and missed weekend deliveries because not everyone understood special handling, carrier cutoffs, or which orders could safely arrive within their freshness window.
The Solution
They retained the Shipping Policy as the contract of record and used Proposal Kit to build supportive artifacts: a cold-chain SOP, a holiday and heat-wave contingency plan, and a customer-facing delivery calendar; the AI Writer produced a seasonal risk study and packaging guide, while line-item quoting priced insulated materials, ice packs, and different shipping options side by side.
The Implementation
CedarGrove published a shipping information example showing which zip codes qualify for two-day delivery, added an announcement bar during extreme weather, and synchronized inventory holds with carrier pickup times; agents used Proposal Kit checklists to approve shipments and to mention exceptions before customers buy online.
The Outcome
Spoilage dropped, on-time arrival rates improved, customer satisfaction rose, and the brand expanded its sellable radius while staying secure, responsible, and transparent about what the business can deliver.
Abstract
This sample shipping policy template provides a practical baseline for an online store to communicate shipping processes with clarity and transparency. It defines order processing times, shipping methods, delivery estimates, and customer notifications so shoppers know what to expect at checkout and on the main shipping page, help center, and website footer. Successful ecommerce businesses use a clear shipping strategy to set the right expectations, reduce concerns, and improve the overall customer experience.
The template sets order processing times: most orders placed before noon Eastern ship the same day; later orders ship the next business day. Order confirmations and shipment notices go to the account email, with tracking details and estimated delivery times. Large orders that require oversize or multiple packages may incur additional fees; customers can approve charges or cancel before shipment. Credit cards are verified, and customers are billed at the time of shipping.
The store may ship via United States Postal Service, UPS, or FedEx based on the shipping options the customer selects, such as a standard shipping option or expedited shipping. All orders require a physical address; P.O. boxes and APO/FPO are excluded. Delivery dates are estimates and may be delayed by weekends, holidays, or unexpected events. Sales tax is charged where required and displayed before shipping, so customers can approve or cancel.
The policy also addresses shipping restrictions. Some items may be unable to ship to certain locations; communicate such restrictions on the shipping page and at checkout. If packages are damaged, the customer should contact the carrier to make a claim.
Customers cover the cost of shipping on returned items; link your refund policy and exchanges information on the same page to inform customers. For international customers, adapt this template into an international shipping policy that explains international shipping options, countries served, customs and import duties, additional fees, flat rate shipping versus weight-based shipping rates, delivery estimates for international orders, and procedures for lost packages. For perishable goods or special handling, specify procedures and risk allocation.
Use cases include a domestic online retailer with local customers offering various shipping options, a B2B store that needs a table of rates by weight and speed, or an online purchases shop that chooses to offer international shipping with clear customs guidance. Treat this as a living document and monitor carriers to maintain compliance; seek professional legal advice for matters such as privacy and the ePrivacy Directive.
Proposal Kit provides resources to help you establish your own shipping policy and related documents. Its document assembly tools, automated line-item quoting for shipping and handling details, AI Writer for supporting pages like refund policy and FAQs, and extensive template library make it easier to build consistent, clear guidelines and inform customers with confidence.
Beyond the basics, strong shipping policy examples focus on customer expectations and clarity. A great shipping policy example spells out how many business days it takes to process orders, when packages shipped will leave the warehouse, and how much shipping will cost before consumers buy online. On the shipping policy page, include a concise shipping information example that highlights different shipping options for domestic orders and, if offered, international shipping information on customs, duties, and delivery timeframes.
Use an announcement bar to display urgent delays or inventory constraints so shoppers can navigate the store with clear expectations. Note when order cancellations are allowed, what circumstances may delay delivery, and which orders qualify for special handling or specific shipping carriers.
Your customer service team should be ready to assist with questions about when items will arrive and how to handle carrier claims, while being clear about what the store is responsible for and what is subject to carrier procedures. Not everyone reads multiple pages, so repeat key shipping information at the point of checkout to keep the experience secure and predictable. The benefits of a comprehensive, easy-to-read policy matter in real-world ecommerce: you sell with confidence, consumers understand options, and shipments move smoothly even when timelines shift.
Use cases include a retailer that needs to show standard versus expedited choices for domestic orders, or a brand expanding to the world market that must display international shipping information alongside duties and taxes. As an example, specify processing cutoffs, list carriers, define how many business days for each option, and explain when packages shipped may be delayed by holidays.
Proposal Kit can help you create your own policy and related pages quickly. With all the tools for document assembly, automated line-item quoting for shipping and handling, an AI Writer to write shipping content and cancellation terms, and a dedicated template library, you can produce a great shipping policy and supporting documents that are consistent, comprehensive, and easy for customers to understand.
Expanding further, establish operational guidelines that set measurable targets for speed, accuracy, and transparency. Monitor shipping carriers for on-time performance, lost rates, and service interruptions due to weather or other events, and mention exceptions on an announcement bar and at the point of checkout. Shoppers benefit when you display concise shipping information on the shipping policy page and reinforce it in order flows, so they can navigate choices confidently and know how many business days each option requires.
For international customers, outline countries served, international shipping options, and international shipping information that explains customs and import duties, potential delays, and when you are unable to ship due to shipping restrictions. Clarify who is responsible for taxes and carrier claims on international orders and how procedures differ from domestic orders. In the world market, clear expectations matter because packages shipped across borders face more risk and variable delivery times.
Improve pricing transparency by explaining how shipping rates are calculated-flat rate shipping versus weight or dimensional weight-and how you cover the cost of shipping while staying competitive. If inventory is split, explain when orders may ship in multiple packages and whether they qualify for combined rates. Define the window for order cancellations before you process orders, and align refund and exchange policies to reduce confusion.
Strengthen risk management by outlining options like signature on delivery, secure address validation, and steps for lost packages. Provide a simple shipping information example that shows different shipping options, delivery estimates, and how much shipping will cost so consumers can buy online with confidence.
Proposal Kit assists teams in producing a great shipping policy by giving you all the tools to build your own policy and related resources across multiple pages-the main shipping page, help center articles, and linked terms. Its document assembly, automated line-item quoting for shipping and handling, AI Writer, and dedicated template library help you create comprehensive, consistent content that sets clear expectations and supports a better customer experience.
How do you write a Shipping Policy document? - The Narrative
SHIPPING POLICY
This policy is intended to be used as a starting services policy template for online use. Edit as needed for each specific web site and integrate the text into the web site HTML code and reformat as needed. Our shipping policies appear below.
Most orders placed before 12 P.M. EST will be processed and shipped on the same day. Orders placed after 12 P.M. EST may be processed and shipped on the next business day. Confirmations of orders and shipping notices will be sent to the customer via the email address entered on the order form.
Order confirmations will include a copy of the order, availability status, and if already shipped, tracking information and expected delivery date. Orders for products not immediately available will receive a confirmation of order that includes a notice of approximate availability. When the order is shipped, customer will receive a shipping notification. Large orders requiring oversize or multiple packages may result in additional shipping charges.
Customer will be notified of these charges when order is confirmed, and may cancel the order or approve the charges before shipping. Customer will be billed at the time of shipping. All credit cards are verified before shipping. Orders will be shipped via USPS, UPS, or FedEx, depending on the type of shipping selected by the customer.
All orders require a physical address; we cannot deliver to P.O. boxes or APO/FPO addresses. All expected delivery dates are estimates. Actual delivery dates may vary due to weekends, holidays, or unexpected schedule disruptions.
Customers may be charged sales tax as required by applicable laws in different jurisdictions. Sales tax charges will appear on the order confirmation, and customer may cancel or approve the order before shipping. Regulations may prohibit us from shipping some items to specific locations. If an item is prohibited from shipping to the customer's residence, customer will be notified at the time of order and the order may be cancelled or modified at that time.
All orders leave our warehouse in perfect condition. If an order is damaged in shipping, customers should contact the shipping company to make a claim. All shipping costs on returned items will be paid by the customer.
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Frequently Asked Questions
How do I customize this contract to fit my business needs?
Customizing this contract involves editing the document to include your business details, terms, and conditions. The templates are designed to be flexible, allowing you to insert your company's name, address, and other relevant information. You can modify clauses to reflect your unique business practices and legal requirements.
Is this contract compliant with laws and regulations?
The legal contract templates are written by legal professionals and designed to comply with current laws and regulations at the time of their writing. However, laws can vary by jurisdiction and change over time, so it's recommended to have your contract reviewed by a local attorney to ensure it meets all legal requirements specific to your region and industry. Templates are licensed as self-help information and not as legal advice.
Can I use the same contract for different clients or projects?
You can use the same contract for different clients or projects. The templates are versatile and easily adapted for various scenarios. You will need to update specific details such as client names, project descriptions, and any unique terms for each new agreement to ensure that each contract accurately reflects the particulars of the individual client or project.
What should I do if I encounter a clause or term I don't understand?
If you encounter a clause or term in the contract that you need help understanding, you can refer to guidance notes explaining each section's purpose and use. For more complex or unclear terms, it's advisable to consult with a legal professional who can explain the clause and help you determine if any modifications are necessary to suit your specific needs.
How do I ensure that the contract is legally binding and enforceable?
To ensure that the contract is legally binding and enforceable, follow these steps:
- Complete all relevant sections: Make sure all blanks are filled in with accurate information.
- Include all necessary terms and conditions: Ensure that all essential elements, such as payment terms, deliverables, timelines, and responsibilities, are clearly defined.
- Signatures: Both parties must sign the contract, and it is often recommended that the contract be witnessed or notarized, depending on the legal requirements in your jurisdiction.
- Consult a legal professional: Before finalizing the contract, have it reviewed by an attorney to ensure it complies with applicable laws and protects your interests.
Ian Lauder has been helping businesses write their proposals and contracts for two decades. Ian is the owner and founder of Proposal Kit, one of the original sources of business proposal and contract software products started in 1997.By Ian Lauder
Published by Proposal Kit, Inc.Disclaimers
Proposal Kit, Inc. makes no warranty and accepts no responsibility for the suitability of any materials to the licensee's business. Proposal Kit, Inc. assumes no responsibility or liability for errors or inaccuracies. Licensee accepts all responsibility for the results obtained. The information included is not legal advice. Names in use cases have been fictionalized. Your use of the contract template and any purchased packages constitutes acceptance and understanding of these disclaimers and terms and conditions.
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