What to Include in Your Order Emails for Accurate Import

When an order email arrives at your Shipduo integration address, our AI reads it and pulls out the shipment details automatically. The more complete and clearly labeled the information in the email, the more accurately it imports — and the less you'll need to touch before booking.
This article lists everything Shipduo looks for and gives you a ready-to-use email format.

📋 Good to know: If any details are missing, the order still imports — you'll just add the missing pieces directly in Shipduo before you ship (open the order, click Ship, and edit the fields in the Order detail panel).

The Details Shipduo Looks For

Below, Required means it's needed to rate and book the shipment, and Recommended means it improves accuracy or saves you a manual step.

Reference

• Order / PO number — Recommended. Helps you match the order later.
• Shipment type (LTL or Small Parcel) — Recommended. If omitted, Shipduo infers it from the weight.

Origin (Sender / Pickup)

• Company name — Recommended
• Contact name — Recommended
• Address line 1 (and line 2 if needed) — Required
• City — Required
• State — Required
• ZIP / Postal code — Required
• Country — Required
• Phone / email — Required

Destination (Receiver / Delivery)

• Company or contact name — Recommended
• Address line 1 (and line 2 if needed) — Required
• City — Required
• State — Required
• ZIP / Postal code — Required
• Country — Required
• Phone / email — Required

Pickup & Delivery Timing

• Pickup date — Recommended
• Pickup window (start / end time) — Recommended
• Delivery window (start / end time) — Recommended
• Must-deliver-by date — Optional (include only if there's a deadline)

Items / Freight

For each item or pallet:

• Description — Required
• Quantity / pieces — Required
• Handling unit (pallet, box, etc.) — Recommended
• Dimensions: Length × Width × Height + unit — Required
• Weight + unit — Required
• Freight class — Required for LTL (or include NMFC / NMFC Sub so the class can be determined)
• Stackable (yes / no) — Recommended
• Hazardous materials (yes / no) — Recommended

Extras

• Accessorials (residential, lift gate, inside delivery, appointment required, limited access, etc.) — Optional but important if they apply
• Declared value — Optional (needed if you want Shipment Protection)
• Special instructions / notes — Optional

Copy-and-Paste Email Format

Use this template in your order emails (or have your system generate it). Fill in every field you can — leave out what doesn't apply.

ORDER / PO NUMBER:
SHIPMENT TYPE: (LTL or Small Parcel)

ORIGIN (PICKUP)
Company:
Contact:
Address Line 1:
Address Line 2:
City:
State:
ZIP:
Country:
Phone/Email:

DESTINATION (DELIVERY)
Company/Contact:
Address Line 1:
Address Line 2:
City:
State:
ZIP:
Country:
Phone/Email:

TIMING
Pickup Date:
Pickup Window (Start–End):
Delivery Window (Start–End):
Must Deliver By (if any):

ITEMS
Item 1
  Description:
  Quantity / Pieces:
  Handling Unit: (pallet / box / etc.)
  Dimensions (L x W x H + unit):
  Weight (+ unit):
  Freight Class (or NMFC / NMFC Sub):
  Stackable: (yes/no)
  Hazardous Materials: (yes/no)
(Repeat for additional items)

EXTRAS
Accessorials: (residential, lift gate, inside delivery, etc.)
Declared Value (for protection):
Special Instructions:

💡 Tip: Clear labels help the most. Even if your format differs from the template above, keeping each value on its own line with a label (e.g. "Weight: 750 lb") gives the cleanest imports.

If Something Is Missing

A missing field won't stop the order from importing. To complete it:

1. Open the imported order and click Ship.
2. In the Order detail panel, add or correct any missing information (addresses, items, dimensions, weight, class, options, etc.).
3. Continue to rates and book as usual.

For the full shipping steps, see How to Ship an Order from Email Integration.

Troubleshooting

• Fields imported incorrectly? Open the order's email thread to compare, then edit the values in the Order detail panel before booking.
• Class or rate missing on an LTL order? Make sure the email includes dimensions, weight, and either a freight class or NMFC information.
• Need help? Chat with us or contact Shipduo Support.

Updated on: 28/06/2026