Why You Need to Fill Out an Inbound Notice Before Shipping
After placing an order on Taobao, JD.com, Pinduoduo, or 1688, the seller ships the package to a China consolidation warehouse. The warehouse receives a large number of packages from different courier companies every day. If there is no member ID on the outer box of a package, or if the ID is covered by tape or the shipping label, the warehouse cannot determine who the package belongs to. An inbound notice is a registration form you proactively submit to the warehouse after the seller ships, telling the warehouse "which packages will arrive next, what they look like, and which order they belong to."
It solves three problems: First, it allows the warehouse to quickly match packages to your account upon receipt; second, it lets the warehouse know which packages need to be consolidated and which need to be handled separately; third, when the quantity or appearance of packages doesn't match expectations, the warehouse can discover it immediately and provide photo feedback, rather than only finding out about missing items at the time of dispatch. This article provides a template you can copy and use directly, and explains how to fill in each field.
Inbound Notice Template (Ready to Use)
It's recommended to list them one by one in a table or plain text, with one line per package. The fields are as follows:
| Field | What to fill in | Example |
|---|---|---|
| Member ID / Recipient Code | The identification code or name in pinyin assigned to you by the warehouse | US-88231 / ZHANG SAN |
| Platform order number | Order number from Taobao, JD.com, Pinduoduo, or 1688 | TB2024xxxxxx |
| Domestic tracking number | The tracking number provided by the seller after shipping | SF1234567890 |
| Courier Company | SF Express, ZTO, YTO, Yunda, JD Logistics, etc. | SF Express |
| Number of items | Actual number of packages under this waybill | 2 items |
| Product features | Outer box color, dimensions, whether it has brand markings | Brown carton, approx. 40×30×25cm, with brand logo printed |
| Consolidate or not | Whether this package is included in consolidation | Yes / No |
| Exception Notes | Pre-sale, batch shipping, fragile, requires inspection, etc. | Pre-sale item, expected to arrive at the warehouse later than in-stock items |
After filling out this form, submit it to the warehouse through the channel you used when registering your account. It is recommended to submit it after the seller clicks "Shipped" and before the package arrives at the warehouse, the earlier the better.
Key points for filling in each field
Member identifier and recipient code
This is the primary basis for the warehouse to identify package ownership. When placing an order, the recipient name or address notes should include the member identifier the warehouse gave you. If the seller deletes the notes when printing the label, then the domestic tracking number must be used in the inbound notification to fill the gap. At least one of the two must match.
Platform order number and domestic tracking number
The platform order number is used to verify "what you bought," and the domestic tracking number is used to verify "how the package came." The same order may be split into multiple packages sent by different couriers, so one order number can correspond to multiple tracking records. Conversely, one tracking number may also contain multiple items, and the number of pieces should be filled in according to the actual number of packages, not the number of items.
Item count and product characteristics
Getting the number of pieces wrong is the most common cause of inbound disputes. The seller says "one box," but it may actually be two small boxes inside one large bag. When filling it in, base it on the shipping information provided by the seller. If the seller only gives one tracking number but does not specify the number of pieces, you can register it as 1 piece first and note "piece count to be confirmed" in the exception notes. The product characteristics are used by the warehouse for manual comparison among unlabeled packages. Just write the color, size, and whether there is any brand lettering; there is no need to write internal product details.
Whether to consolidate and exception notes
If this package is to be consolidated with other packages and shipped overseas, mark "Yes"; if it is to be dispatched separately or needs inspection before a decision is made, mark "No". The exception notes are the most valuable part of the entire notification. Common situations include: pre-sale items arriving at the warehouse later than in-stock items, the seller shipping in multiple batches, fragile items requiring extra protection, needing to open the package for inspection and photos, the outer box being at risk of damage, etc. Write these clearly, and the warehouse can handle them according to your requirements when receiving the goods, rather than registering them by default.
Verification process after the package arrives at the warehouse
- The warehouse receives the package, scans the tracking number, and matches it with the inbound notification.
- Check whether the number of pieces and the outer box characteristics match the registration.
- If they match, register it into the warehouse, and the package enters the pending consolidation or pending dispatch status.
- If there is a discrepancy (missing items, extra items, or an obviously different outer box), the warehouse will take photos and records and contact you for confirmation.
- After you confirm, the warehouse updates the package status; unconfirmed packages will not participate in consolidation for the time being.
The key to this process is "register first, arrive at the warehouse later." If the package has already arrived at the warehouse before you add the notification, matching will be slower, especially during peak season when the warehouse receives a large volume of goods. For the specific rules and operations of consolidation, you can refer to Consolidation Shipping Instructions; the fee structure is based on Real-time quote shall prevail.
Common errors and how to handle them
Seller didn't include the member identifier
Don't panic. Use the domestic tracking number to register in the inbound notification, and add the outer box characteristics. When the warehouse receives an unmarked package, it will first search by tracking number, and if it cannot be found, it will manually compare by characteristics. If neither is available, the package will enter the pending claim area, and you will need to provide more information before it can be assigned.
One order shipped in multiple packages
Register each package on a separate line, sharing the same platform order number, and fill in the quantity separately. Do not combine them into one line saying "3 items in total," otherwise the warehouse cannot verify them one by one.
Pre-sale and in-stock items mixed together
Mark pre-sale items separately and indicate the estimated arrival time at the warehouse. This way, the warehouse can process in-stock items first, and consolidate them after the pre-sale items all arrive, avoiding in-stock items occupying storage space for a long time. For related ideas, you can refer to the site's handling methods for inconsistent arrival times of pre-sale and in-stock items.
Discovering information was filled in incorrectly only after the package arrives at the warehouse
Contact the warehouse as soon as possible to correct it, and provide the correct tracking number or order number. Packages that have already been received into the warehouse can have their ownership modified, but for packages that have already entered the consolidation or outbound process, modifications will be restricted by the process, so try to fill it in accurately the first time when registering.
A Checklist for a Good Notice
- The member ID or recipient code has been filled in and matches what was used when placing the order.
- Every package has a corresponding domestic tracking number.
- The number of pieces is filled in according to the actual number of packages, not the quantity of products.
- The product features are sufficient for the warehouse to identify manually.
- Whether to consolidate packages has been clearly marked.
- Exceptions such as pre-sale, split shipments, fragile items, and inspections have been written into the notes.
- The submission time is earlier than the package's arrival at the warehouse.
If you don't have a warehouse account yet, you can first After registering Get your member ID and shipping address, then register each batch of packages according to the template above. The inbound notice is not a one-time document, but a list that is continuously updated as shipping progresses: when the seller ships a batch, you add a line, and the warehouse can always maintain accurate receiving expectations.
Reminder on Customs Clearance and Taxes
Customs Clearance and Tax Reminders
Import rules in various countries are subject to change; required documents and applicable fees depend on the product, declaration information, shipping method, and destination. Before shipping, please refer to the latest requirements published by the destination country's customs or tax authority, and provide product information truthfully.
