To begin a formal delivery update message, you should use a clear subject line that states the order number and purpose, followed by a polite greeting and a direct statement of the update. For example, “Subject: Delivery Update for Order #12345” and “Dear Customer, We are writing to inform you about the status of your recent order.” This structure immediately tells the recipient what the message is about and sets a professional tone.
Quick Answer: The Best Way to Start
Use this simple formula for any formal delivery update: Subject line with order reference + Polite greeting + Purpose statement. Here is a ready-to-use example:
Subject: Delivery Update – Order #7890
Dear Mr. Chen,
We are contacting you regarding the delivery of your package scheduled for this week.
This works for emails, formal letters, or customer service messages. Keep the tone respectful and avoid casual language like “Hey” or “Just letting you know.”
Understanding Formal vs. Informal Openings
Choosing the right opening depends on your audience and the situation. Formal openings are best for business clients, official correspondence, or when you need to show respect. Informal openings work for regular customers or internal team updates where a friendly tone is acceptable.
Formal Openings
Use these when writing to a new client, a senior manager, or in a legal context. They include full sentences and polite phrasing.
- “We wish to inform you that your order has been dispatched.”
- “This message serves as an update on the delivery status of your recent purchase.”
- “Please be advised that there has been a change to your delivery schedule.”
Informal Openings
These are suitable for repeat customers or casual business relationships. They are shorter and more direct.
- “Here is a quick update on your delivery.”
- “Just a heads up – your package is on its way.”
- “Your order is out for delivery today.”
Comparison Table: Formal vs. Informal Openings
| Situation | Formal Opening | Informal Opening |
|---|---|---|
| First-time customer | “We are pleased to provide an update on your order.” | “Here is your delivery update.” |
| Delay notification | “We regret to inform you of a delay in your delivery.” | “Sorry, your delivery is running late.” |
| Confirmation of delivery | “This confirms that your package has been delivered.” | “Your package has arrived.” |
| Request for information | “We kindly request you to confirm your availability for delivery.” | “Can you let us know when you are free for delivery?” |
Natural Examples for Different Contexts
Here are complete opening sentences you can adapt for your own messages. Each example includes the context so you know when to use it.
Email to a Business Client
Subject: Delivery Status Update – Order #4567
Dear Ms. Patel,
We are writing to update you on the delivery of your office supplies order. Your package is currently in transit and expected to arrive by Friday.
When to use it: This is ideal for B2B communication where professionalism is key. The subject line includes the order number, and the greeting uses the recipient’s title and last name.
Message to a Regular Customer
Subject: Your Order #8901 Is on Its Way
Hi Sarah,
Great news – your order has been shipped and will arrive in 2-3 business days.
When to use it: Use this for repeat customers or when you have a friendly relationship. The greeting uses the first name, and the tone is positive and direct.
Formal Delay Notification
Subject: Important Update Regarding Your Delivery – Order #2345
Dear Mr. Thompson,
We sincerely apologize, but we must inform you that your delivery has been delayed due to unforeseen circumstances.
When to use it: This is appropriate when you need to deliver bad news respectfully. The word “sincerely” adds a tone of genuine regret.
Common Mistakes When Beginning a Delivery Update
Avoid these errors to keep your message clear and professional.
Mistake 1: No Subject Line or Vague Subject
Wrong: “Delivery Update” (too vague)
Right: “Delivery Update for Order #12345 – Delayed”
Always include the order number and a brief status. This helps the recipient find the message quickly.
Mistake 2: Starting Without a Greeting
Wrong: “Your order has been shipped.”
Right: “Dear Customer, Your order has been shipped.”
A greeting shows respect and sets a polite tone. Even a simple “Dear Customer” is better than jumping straight into the update.
Mistake 3: Using Casual Language in Formal Contexts
Wrong: “Hey, just a quick note about your delivery.” (for a business client)
Right: “We are writing to provide an update on your delivery.”
Match your tone to the relationship. Using casual language with a formal client can seem unprofessional.
Mistake 4: Being Too Wordy
Wrong: “We would like to take this opportunity to inform you that your package is currently in the process of being delivered.”
Right: “Your package is out for delivery.”
Keep it concise. Long openings can confuse the reader and waste time.
Better Alternatives for Common Openings
If you find yourself using the same opening repeatedly, try these alternatives to keep your messages fresh.
| Overused Opening | Better Alternative | When to Use It |
|---|---|---|
| “We are writing to inform you…” | “This message provides an update on…” | When the update is routine and positive. |
| “Please be advised that…” | “We want to let you know that…” | When you want a slightly warmer tone while staying formal. |
| “We regret to inform you…” | “We are sorry to share that…” | When delivering bad news but want to sound more human. |
| “Here is your delivery update.” | “Here is the latest on your order.” | For informal messages that still sound professional. |
Mini Practice Section
Test your understanding with these four questions. Write your own opening sentences, then check the answers below.
Question 1
You need to inform a new corporate client that their delivery is delayed by two days. Write a formal opening sentence.
Answer: “Dear Mr. Lee, We regret to inform you that your delivery has been delayed by two days due to a shipping error.”
Question 2
You are updating a regular customer about a successful delivery. Write an informal opening.
Answer: “Hi Emma, Your order has been delivered and is waiting at your doorstep.”
Question 3
You need to ask a client to confirm their delivery address. Write a polite formal opening.
Answer: “Dear Ms. Garcia, We kindly request you to confirm your delivery address to ensure successful delivery.”
Question 4
You are sending a quick update to a colleague about an internal package. Write a short informal opening.
Answer: “Hey Mark, The package for the sales team has arrived in the office.”
Frequently Asked Questions
1. Should I always include a subject line in a delivery update email?
Yes, always include a subject line. It helps the recipient understand the purpose of the email immediately. A good subject line includes the order number and a brief status, such as “Delivery Update – Order #5678 – Shipped.”
2. Can I use “Dear Sir or Madam” in a formal delivery update?
It is better to use “Dear Customer” or “Dear [Company Name] Team” if you do not know the recipient’s name. “Dear Sir or Madam” can sound outdated and impersonal. If possible, find the recipient’s name from your records.
3. How do I start a delivery update message on a chat platform like WhatsApp?
For chat platforms, you can be more direct but still polite. Start with “Hello [Name],” followed by the update. For example: “Hello Mr. Chen, Your package is out for delivery today.” Avoid long formal phrases in chat messages.
4. What is the most common mistake in starting a delivery update?
The most common mistake is forgetting to include the order number in the subject line or opening sentence. Without it, the recipient may not know which order you are referring to, causing confusion and delays.
Final Tips for Writing Your Opening
Remember these key points when you write your next delivery update message:
- Always include the order number early in the message.
- Match your tone to your audience – formal for new clients, informal for regulars.
- Keep the opening sentence short and clear.
- Use a polite greeting even in informal messages.
- Practice writing different openings for different situations to build confidence.
For more guidance on structuring your messages, explore our Delivery Update Message Starters category. If you need help with polite requests, visit our Delivery Update Message Polite Requests section. For handling problems, check Delivery Update Message Problem Explanations. You can also practice with Delivery Update Message Practice Replies. For any questions, see our FAQ page.
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