Resources
Shipping Note
A practical shipping note for South African promo deliveries, written for teams moving kits between office, printer, and venue.
How Shipping Note keeps dispatch week on track
Shipping Note helps track promo kits as they move between office, printer and venue. Use it to record what was sent, how it was packed and what the receiving team should check on arrival.
A shipping note should name the route first, not just the stock. List what is leaving the office, what is going to the printer, and what must reach the venue in the same carton. For South African promo work, that usually means separating branded apparel, printed inserts, and fragile table pieces so the receiving team can check each group quickly.
Packing photos matter most when cartons are handed over between different teams. Include one image of the open box, one of the outer label, and one of any item count written on the carton. That gives the office, driver, and venue contact the same reference if anything arrives short or packed in the wrong order.
Checks before the van leaves
The note should show carton totals, item counts, and any pieces that are still following on a second trip. Add who packed it, when it left, and whether the delivery is couriered or collected by the client team. That record helps when a badge pouch, pull up banner, or gift bag bundle is missing at sign in.
Match the Shipping Note to the kit list and mark any exceptions in plain language before dispatch. Note damaged corners, short packed sizes, or labels that were reprinted at the last minute so the receiving team knows what to inspect first.
- Carton counts by destination
- Photos of sealed boxes and labels
- Receiving contact and cell number
Dispatch details that matter in SA
Promo deliveries often move between office park, print shop, and event site before the day starts. Write down whether the drop is going to Sandton, Umhlanga, Cape Town CBD, or a smaller venue where security needs a company name and vehicle registration at the gate. That small detail can stop cartons sitting at reception while setup time slips away.
Weather and transport conditions affect how kits should be packed. Durban humidity can soften some carton stock, while long inland trips can scuff acrylic holders and crease folded inserts if they are loose in the box. Add notes for rain covers, pallet wrap, or upright handling where needed, especially for signage and apparel packs.
Operated by Astros Marketing (Pty) Ltd from 2 Makro Place, Sunnyrock 1401.
What to record on the form
Share the shipping note with packing photos, dispatch dates, and the courier or collection issues already picked up. Keep the subject line straightforward.
Capture item names exactly as the team uses them in stock and event docs. Include quantities sent, quantities expected on arrival, and any partials such as two boxes from print and one from storage. When procurement or the venue asks what was delivered, the note can be checked without guessing which carton held which promo pieces.