Courier Letter Format: Format, Writing Guide and Sample Letters

When we send a parcel/package, some courier services may ask for us to write a declaration letter for it. A courier letter format is a formal letter written by a person who is sending the items in a package. It is a letter to ensure the receipt of the package and includes details like a tracking number, address, type of items sent and the amount paid for it.

If a person is sending something fragile or with a commercial value in the package, then writing a courier declaration is very important. They need to write and submit a courier letter/declaration to the courier company to ensure that the items sent in the package are not hazardous and also to confirm the commercial value of it. A courier letter is a formal letter and has a very generic format to it, which is quite similar to any other formal letter.

Courier letter

Courier Letter: Guidelines and Tips

The tone of the letter should be formal and unstructured, the agenda is to send official information.
Address the letter to the courier office through which you are sending the package.
The subjects of the letter should be ‘courier declaration’, ‘declaration for _’
State whether the items in the package have a commercial value or not.
The name and address of both sender and receiver should be mentioned.
If it is necessary then the list of items in the letter should be written.
Any kind of informal information should not be mentioned and the matter of application should be to the point.
All the necessary information about the package such as tracking ID, delivery method, payment etc. should be clearly stated.
One should proofread the letter for any spelling or grammatical mistakes.

Format of a Courier Letter

To,

(Courier company name)

(Courier company’s address)

Date: (dd/mm/yyyy)

Subject:

Salutation (Dear Sir/Ma’am)

Body of the letter

Thank you.

Yours sincerely/truly/faithfully

Sender’s name

Sender’s address

Explore More Sample Letters

Sample of Courier Letter 1 – When a non-fragile package is being sent

To,

The Head,

ABC Courier Services,

Mahapatra Road,

Delhi

Date: 21/04/2022

Subject: Courier Declaration

Dear Sir/Ma’am,

I am Amrit, and I write this letter to inform you that my address is 55, inner Ring Road, freeganj, Delhi. I am sending a parcel through your courier service, with tracking ID 5733379, to Akshay Mathur, living at 78 Rajya nagar, airport road, Indore.

I declare that the parcel is non-fragile. It is a dress to be given as a birthday present to my friend, and it has no commercial value. I have paid courier charges of Rs. 200 for the parcel. I ensure that the details provided in this letter are correct and are written by me.

Thank you.

Regards,

Amrit Jain

55, Inner Ring Road,

Freeganj,

Delhi

Sample of Courier Letter 2 – When a fragile package is being sent

To,

The head

Param Courier services

Dussehra maidan road

Pune

Date: 26/07/2022

Subject: Courier declaration

Dear Sir/Ma’am,

I am Vasudha Shastri, administrative head of ABC Products. I am writing this letter to inform you that a shipment with the tracking ID 29164822 is being sent by your agency from 44,Shine City, Stadium road, Pune to Sector 23, Rohini society, Chandnichowk, Delhi.

I declare that the item in the courier package is a laptop. It is fragile and has commercial value. The courier charge of Rs. 250 is paid by me. I ensure that the above-mentioned details are true and are written by me.

Thank you.

Sincerely,

Vasudha Shastri

44, Shine City

Stadium Road

Pune

Sample of Courier Letter 3 – Sending parcel with no commercial value

To,

The Head,

Shiksha Courier Services,

Harihar Road,

Chandigarh

Date: 26/08/2021

Subject: Courier Declaration

Dear Sir/Ma’am,

I am Manisha Agrawal. This is to inform you that I am sending a parcel through your services with the tracking ID 3483924. My address is 56, Kareem Society, Bandra road, Chandigarh and the courier has to be sent to the Bolero organisation in Gandhinagar, Gujarat.

The package for shipment contains plastic products and are non-fragile. As these are not for sales, there is no commercial value of the items. The value of the parcel is ₹7500.

I assure you that it does not contain any harmful or illegal material. I ensure that the above-mentioned details are true and are written by me.

Thank you.

Sincerely,

Manisha Agrawal

56, Kareem Society

Bandra road,

Chandigarh

FAQs about Courier Letter Format

Question 1. What is the courier letter?

Answer. A courier letter is a formal letter written by a person who is sending the items in a package. It is a letter to ensure the receipt of the package and includes details like tracking number, address, type of items sent and the amount paid for it.

Question 2. Is writing a courier letter along with a package important?

Answer. Yes writing a courier letter along with the package is important. If a person is sending something fragile or with a commercial value in the package, then writing a courier declaration is very important. They need to write and submit a courier letter/declaration to the courier company to ensure that the items sent in the package are not hazardous and also to confirm the commercial value of it.

Question 3. What are the important points one should keep in mind while drafting a courier letter?

Answer. Some of the essential one should keep in mind while drafting a courier letter are written as follows:

The tone of the letter should be formal and unstructured.
State whether the items in the package have a commercial value or not.
All the necessary information about the package such as tracking ID, delivery method, payment etc. should be clearly stated.
Address the letter to the courier office through which you are sending the package.
The name and address of both sender and receiver should be mentioned.

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