How to Dispatch an Order: Booking to Tracking
Dispatch is where a sale becomes a delivery — and where small mistakes turn into refused parcels, wrong addresses and unhappy buyers. A clear routine makes every order faster and more reliable, whether you send two parcels a week or twenty a day. This guide walks through dispatching an order step by step, from the moment it arrives to the moment the buyer can track it, including how to update the order on dapxop so buyers always know where their parcel is.
1. Check the order carefully
Before you pack anything, read the whole order.
- Products, options and quantities — size, colour and any variant.
- Personalisation — names, spellings and notes.
- Delivery address — complete, with area, city and a landmark if needed.
- Phone number — complete and correct.
- Payment type — Cash on Delivery or advance paid.
💡 Worth knowing
On dapxop, orders with an advance payment only reach you after dapxop has verified the payment, so you can prepare them with confidence.
2. Confirm with the buyer when needed
A short confirmation message catches wrong addresses and changed minds before you spend on delivery — especially for Cash on Delivery, custom or high-value orders.
Keep it brief and friendly: confirm the items, address and expected dispatch date. Then mark the order as confirmed in your dashboard so the buyer sees progress.
💡 Worth knowing
How to Reduce COD Refusals in Pakistan includes confirmation messages that work.
3. Pack the order
Pack securely, neatly and consistently. Use the right-sized box or mailer, protect fragile items, and include anything you promised — a care card, a thank-you note or gift wrapping.
- Double-check the item against the order before sealing.
- Photograph the item and the packed contents.
- Seal the parcel properly.
- Mark the order as packed in your dashboard.
💡 Worth knowing
Packaging Supplies for Small Sellers in Pakistan covers boxes, fillers and packing fragile products.
4. Weigh and measure the parcel
Courier charges usually depend on weight and often on size. Weigh the packed parcel on a small scale and note its dimensions.
Entering accurate weights when booking avoids surprise adjustments later. Keeping an accurate parcel weight on your listings also helps you estimate delivery costs.
5. Book the parcel with your courier
Most couriers let business customers book parcels through an online portal or app; walk-in customers book at a counter. Either way, you will usually need:
- Buyer name, full address and phone number.
- Parcel weight and number of pieces.
- COD amount, if the buyer is paying on delivery — double-check it.
- Service type, such as standard or express.
- A short description of the contents.
⚠️ Careful here
A wrong COD amount is one of the most common and costly dispatch mistakes. Check it against the order before confirming the booking.
6. Label the parcel
Once booked, the courier provides a tracking number and a shipping label, often called an airway bill or consignment note.
Print it clearly, attach it firmly to the largest flat side of the parcel, and cover it with clear tape if it might get wet. Remove or cover any old labels on reused boxes.
7. Hand over the parcel
Hand parcels to the courier at pickup or drop them at a counter. Ask for a receipt or check that the parcel shows as picked up in tracking.
Set a daily dispatch cut-off that matches your courier's pickup time, so orders are packed and ready before the rider arrives.
8. Add tracking and mark as dispatched
As soon as the parcel is booked or handed over, update the order so the buyer can follow it.
- On dapxop, choose your courier from the list and enter the tracking number on the order.
- Mark the order as dispatched. The buyer sees the status, courier and tracking number in their account.
- Keep your records of the tracking number and COD amount for reconciliation.
🔑 The key point
Buyers who can see tracking message you far less, and are more likely to be available when the courier calls.
9. Follow through to delivery
Check tracking for parcels that stop moving, show a failed delivery attempt or take longer than usual. If there is a problem, contact the courier and let the buyer know before they have to ask.
When the parcel is delivered, mark the order as delivered if your process requires it, and thank the buyer.
💡 Worth knowing
For delays, see Late or Lost Delivery: What to Tell Your Customer.
10. Your dispatch routine
Follow the same steps for every order, every day.
- Check the order details, address and phone number.
- Confirm with the buyer if needed and mark as confirmed.
- Pack, photograph and mark as packed.
- Weigh the parcel and book it with the correct COD amount.
- Label clearly and hand over before the cut-off.
- Add courier and tracking, and mark as dispatched.
- Watch tracking until delivery.
A good dispatch routine is invisible to buyers — they just receive what they ordered, on time.
More shipping guides
This guide is part of Shipping and Couriers for Small Sellers in Pakistan, the complete shipping guide.
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Frequently asked
How do I dispatch an online order in Pakistan?
Check the order, confirm with the buyer if needed, pack and photograph it, weigh the parcel, book it with your courier including the correct COD amount, label it, hand it over and add the tracking number to the order.
What details do I need to book a courier parcel?
The buyer's name, full address and phone number, parcel weight and pieces, COD amount if applicable, service type and a short description of the contents.
What is an airway bill?
The shipping label or consignment note a courier provides when a parcel is booked, showing the tracking number and delivery details.
How do I add tracking to an order on dapxop?
Choose your courier from the list, enter the tracking number on the order and mark it as dispatched. The buyer can then see the courier and tracking number in their account.
Should I confirm orders before dispatch?
For Cash on Delivery, custom and high-value orders, a quick confirmation catches wrong addresses and reduces refusals.
What is the most common dispatch mistake?
Errors in the address, phone number or COD amount. Check each one against the order before booking.