Shipping Policy Guide 2026: What To Include, How To Write It, And Free Templates
A shipping policy tells your customers how shipping works from start to finish. You cover costs, timelines, carriers, duties, and every detail that shapes delivery expectations.
People want fast, simple answers. They want to know what shipping costs, when orders leave your warehouse, and whether they’ll pay extra fees at the border. A clear shipping policy puts all of that in one place so you stop repeating the same answers in support tickets.
This guide walks you through what a shipping policy is, what to include, how to write it, and how to adapt it as shipping rules change. You will also get three free templates you can copy, plus ideas that reflect real import duty policy changes affecting ecommerce.
What Is A Shipping Policy?
A shipping policy is a written description of how your business handles shipping. It explains how long you need to process orders, which carriers you use, how much shipping costs, whether you offer free shipping, and how you deal with delays, lost packages, and returns.
Most brands publish the policy in a dedicated page and then pull short versions into product pages, the cart, and checkout. The full page is your “master document.” Everything else is a short version linked back to it.
A simple shipping policy usually covers:
How long you need to pack and hand off an order
Which regions and countries you ship to
Available shipping speeds, such as standard and expedited
How rates work, including free shipping thresholds
Who pays customs, taxes, and import duties
How tracking works
What happens if a package is delayed, lost, or damaged
How shipping connects with your returns and exchange policy
If you sell across borders, your shipping policy also becomes your import duty policy. You explain whether you ship DDP or DAP / DDU, how you handle local taxes, and what happens if customs fees are higher than expected.
Why Your Business Needs A Shipping Policy
Even if no law forces you to publish a shipping policy, you still need one. It protects your margins and your reputation. It also gives everyone the same answer.
Here is what a good shipping policy does for you:
1. Reduces “Where Is My Order” tickets
When customers know how long processing takes and how to find their tracking link, they send fewer emails. That saves time for your support team and keeps your inbox focused on real problems instead of simple status checks.
2. Protects you from disputes and chargebacks
If your policy clearly lists timelines, cut off times, shipping methods, and who pays customs, you have something to point to when a customer challenges a delay or fee. You can say “Here is what we state before checkout” instead of arguing feelings.
3. Sets expectations for international orders
Cross border shipping always feels riskier. Import duty policy changes, local taxes, and carrier backlogs can slow down delivery. A strong shipping and import duty section helps customers understand what they pay and when their order should arrive.
4. Aligns your team and your partners
Your support team, marketing team, warehouse, and 3PL all work off the same playbook when your shipping policy is clear. If you change carriers or processing times, you update the policy once and everyone follows it.
5. Improves conversion
Free shipping thresholds, clear delivery windows, and upfront tax and duty information all affect whether someone completes a purchase. A transparent policy makes buying feel safer, especially if this is a customer’s first order with you.
What To Include In A Shipping Policy: Full Checklist
Use this checklist as your structure. You do not have to use every line, but you should make an active decision on each one.
1. Order Processing Times
Explain what happens between “Order placed” and “Order shipped.”
You can cover:
How many business days you need to process and pack an order
Which days count as business days
Your daily cut off time for same day processing
What happens with orders placed on weekends or holidays
Any extra time for custom, pre order, or personalized items
Example you could adapt:
“We process and ship most in stock orders within 1 to 2 business days. Business days are Monday to Friday, excluding federal holidays. Orders placed after 2 p.m. local warehouse time ship the next business day.”
Keep this section honest. If your warehouse or 3PL needs two days, say two days. Customers do not mind a realistic timeline. They mind broken promises.
2. Domestic Shipping Options
Next, describe shipping inside your main country or region. For many brands, this is your US shipping policy or your EU domestic policy.
Include:
Which regions you treat as “domestic”
Service levels, such as standard, expedited, and overnight
Estimated transit times for each service level
Any limits for PO boxes or remote locations
Which carriers you use if that matters to customers
You can present this in a table on the live page. For example:
Standard shipping: 3 to 5 business days once shipped
Expedited shipping: 2 to 3 business days once shipped
Express shipping: 1 to 2 business days once shipped
If processing times and transit times both apply, say that clearly. Customers should see the total picture. For example, “Processing 1 to 2 business days plus transit time.”
3. International Shipping And Import Duties
This is where you bake in your import duty policy. Most competitors stay vague here. You will not.
Explain:
Which countries or regions you ship to
Any countries you do not ship to and why
Average delivery ranges for each region
Whether you ship DDP or DAP / DDU
Who pays import duties, VAT, and local taxes
Whether the customer will see duties at checkout or on delivery
You can add a simple statement like:
“International orders may be subject to import duties, taxes, and fees once the shipment reaches the destination country. You are responsible for these charges unless we show duties and taxes at checkout.”
If you offer DDP into certain markets, say that too:
“For selected countries, duties and taxes are collected at checkout. When available, this option appears automatically with an estimated total landed cost.”
This is also the right spot to mention:
any customs documentation you provide
average customs clearance times
what happens if a customer refuses to pay duties
Import duty policy changes every few years. Instead of stuffing your policy with legal language, keep it simple and commit to updating this section when your shipping model changes.
4. Shipping Rates And Free Shipping Thresholds
You want customers to understand shipping costs before they enter their card details. You can share full tables or high level rules.
Common approaches:
flat rate per region
rate based on order value
rate based on weight
real time carrier quotes
Describe:
how standard shipping is priced
how expedited shipping is priced
when free shipping applies
any surcharges for heavy, oversized, or restricted items
Example:
“Standard shipping is free for orders over 75 dollars before tax within the continental United States. Orders under this amount ship at a flat rate of 6.95 dollars.”
If you use carrier calculated rates only, say so and include a quick explanation. People want to know that the number is not pulled out of nowhere.
5. Local Delivery And Pickup
If you serve local customers, your shipping policy should explain those options too.
You can cover:
which postal codes or cities qualify
minimum order value for local delivery
delivery windows or days of the week
how customers schedule pickup times
which ID or confirmation they need to bring
For example:
“Local pickup is available at our warehouse in [City] for no additional charge. You will receive an email when your order is ready, with instructions for choosing a pickup time.”
This small section helps you capture local demand and reduces last mile costs for nearby buyers.
6. Tracking, Status Updates, And Notifications
Customers expect tracking by default. Your shipping policy should show them when and how they receive updates.
Mention:
when tracking numbers are generated
where they can find their tracking link
how long it can take for scans to appear
what to do if tracking stalls
Example:
“You will receive a shipping confirmation email with a tracking link as soon as your order leaves our warehouse. Tracking updates can take up to 24 hours to appear after the label is created.”
You can also link to any self service tracking page on your site. That gives your support team an easy response path.
7. Delays and Service Interruptions
Shipping slows down for many reasons. Carriers fall behind, order volume spikes, or customs takes longer than usual. These issues sit outside your control, and customers should know what might affect their delivery.
Use this section to explain:
the common reasons shipments take longer
how long delays usually last
how you share updates with customers
how tracking behaves during slow periods
A simple version works well:
“High volume, carrier processing times, and customs checks can extend delivery windows. Tracking updates appear as soon as the carrier scans your package. Some scans take extra time to show.”
Clear language keeps expectations realistic. It also cuts repeat questions.
8. Lost or Damaged Packages
Give customers a clear path to follow when something goes wrong. You want one process for everyone. It should be short, predictable, and easy to understand.
Explain:
when to contact you
what information you need
how you handle replacements or refunds
Example you can adapt:
“If tracking shows ‘delivered’ but the package is missing, wait 24 hours. Carriers sometimes scan early. After 24 hours, reach out with your order number and tracking link. We will review the case and assist with a replacement or refund based on the carrier’s investigation.”
This section reduces uncertainty. It also protects your team from hour-long back-and-forth messages.
9. Pre Orders, Backorders, and Made to Order Items
Standard timelines do not apply to special items. Pre orders, backordered items, and made to order products need their own explanation. Customers should know what they are buying before they check out.
Cover:
estimated ship dates
how updates are shared
how mixed carts are handled
if the entire order waits for the pre order
situations that can shift timelines
A simple format works best:
“Pre order items ship once they reach our warehouse. Estimated dates appear on the product page and in your confirmation email. If your order includes in stock items and a pre order item, we ship everything together unless we offer a split shipment at checkout.”
Short answers reduce confusion. They also push customers to read the details instead of assuming your regular timeline applies.
10. Subscription Shipping
If you run a subscription program, your shipping policy should show customers how recurring orders work. You can keep this section short.
Explain:
how often you ship
which shipping method you use by default
how renewal dates sync with shipment dates
when customers can change addresses
how skipped orders affect timing
Example:
“Subscription orders follow your renewal cycle. Your shipment leaves our warehouse within one to two business days after renewal. You can update your shipping address from your account before your next charge.”
Customers need predictable patterns. This section gives them that.
11. Returns and Exchanges
Your shipping policy does not replace your return policy. It supports it. Add a short line that helps customers find your return details.
Include:
a link to your return and exchange page
a short note on timelines
any shipping fees that apply to returns
This is enough:
“For returns or exchanges, visit our Returns page. You will see steps, timelines, and any return shipping costs.”
Keeping this brief avoids clutter, and it helps customers navigate your site with less friction.
12. Where to Display Your Shipping Policy
Customers should find your policy without searching through your entire site. Place it in the locations they check most often.
Good placement options:
footer link
product pages
cart page
checkout
FAQ page
customer support center
shipping confirmation email
This creates consistency. Customers always know where to look.
How to Write a Shipping Policy Step by Step
Writing a shipping policy looks overwhelming at first. It gets simple once you break it into small steps. Each step gives you one clear piece of the final document.
Step 1: Map Your Shipping Zones
List the countries or regions you serve. Add any areas you cannot ship to. This becomes the base of your entire policy.
Step 2: Confirm Your Processing Times
Talk to your warehouse or 3PL. Ask how long they need to pick, pack, and hand off most orders. Use the average processing time, not the ideal one.
Step 3: Choose Your Shipping Speeds
Decide which speeds you offer. Most businesses start with standard and expedited. Add express only if you can support it.
Step 4: Set Your Rates
Figure out how rates work. You can offer flat fees, free shipping thresholds, weight-based pricing, or carrier calculated pricing. Pick one system and keep it consistent.
Step 5: Decide Your Import Duty Rules
This step matters for global orders. Choose between DDP and DAP. If you charge duties at checkout, explain it. If the customer pays duties on delivery, explain that too.
Step 6: Create Simple Delivery Windows
Customers do not need perfect precision. They need a realistic range. For example, “Standard shipping usually arrives within 3 to 5 business days once shipped.”
Step 7: Add Your Lost Package Process
Write a short checklist customers follow if the package gets lost. Keep it predictable and easy to follow.
Step 8: Link Your Returns Page
Your return policy and shipping policy work together. Place a simple line that points customers in the right direction.
Step 9: Review with Your Support Team
Your support team sees what customers misunderstand. Ask them if anything looks confusing. Adjust the language until it reads clearly.
Step 10: Publish and Update
Place your policy on a dedicated page. Then add smaller versions on product pages, the cart, and checkout. Update your policy every time your shipping model changes.
A clean policy comes from these steps. You turn shipping into a transparent process instead of a guessing game.
Import Duty Policy Changes for 2025 and How They Affect You
Cross border sales keep growing. Import duty rules change all the time. You want a section in your policy that helps customers understand what they pay and when they pay it.
Here are the major changes shaping 2025 and the near future.
Rising Use of DDP at Checkout
More brands charge duties at checkout. Customers prefer this because there are no surprise fees on delivery. If you offer DDP into certain markets, explain which regions are included.
Stricter Customs Screening
Several countries increased security scans and documentation checks. This means international packages move slower through customs. A single sentence in your policy helps customers understand this delay.
VAT and GST Collection by Marketplaces
Some regions now require marketplaces to collect tax at checkout. You may not need to do anything, but customers still want clarity. Tell them when taxes appear upfront and when they appear on delivery.
New Threshold Reviews
Some governments are reviewing duty exemption thresholds. This could change when duties apply. Your shipping policy should mention that international fees depend on the rules of the destination country.
Documentation Changes
Many carriers now require cleaner data on HS codes, item descriptions, and values. If your 3PL handles this, you can say so. If you handle it yourself, remind customers to double check delivery information.
Then add a short statement that protects you:
“Import duties and local taxes depend on your country’s rules. Charges may apply once your package arrives. You are responsible for these fees unless duties appear at checkout.”
Customers appreciate simple explanations. It helps them feel informed instead of surprised.
Shipping Policy Examples
Shipping policy examples help you see how real businesses structure their information. You can study these formats, borrow what works, and shape a version that fits your own process. Each example below shows a different style you can use.
Example 1: Short and Direct
This style works for small catalogs or simple fulfillment flows.
Standard shipping: 3 to 5 business days
Expedited shipping: 2 to 3 business days
Free shipping on orders over 50 dollars
International orders may include duties
Short policies avoid confusion. They give customers the basics without long explanations.
Example 2: Detailed and Structured
This format works for large catalogs or global brands.
processing times
domestic shipping
international shipping
duty and tax rules
tracking
lost packages
returns link
Each section stays short. Customers find what they need fast.
Example 3: Subscription Focused
Subscription businesses follow a set rhythm.
renewal date
ship date
tracking link
address changes
A few lines answer the most common questions. Good examples share one trait. They reduce friction. They help customers feel confident before they place an order.
Free Shipping Policy Templates You Can Copy
These templates cover the most common needs: a standard ecommerce store, an international store that deals with duties, and a subscription business. Keep the language simple. Fill in the details that match your operations.
Template 1: Standard Ecommerce Shipping Policy
Processing Times
We pack and ship most in stock orders within one to two business days. Business days are Monday to Friday. Orders placed after our daily cutoff ship the next business day.
Domestic Shipping
Standard shipping usually arrives within three to five business days once shipped. Expedited shipping arrives within two to three business days. Delivery times depend on your location and the carrier’s routes.
Shipping Costs
Shipping costs appear at checkout. Free standard shipping applies to orders over [amount]. Orders under this amount use a flat rate of [amount].
Tracking
You receive a tracking link once your order leaves our warehouse. Tracking updates may take up to 24 hours to appear.
Delays
High volume, carrier processing times, and holidays can extend delivery windows. Tracking updates appear when the carrier scans your package.
Lost or Damaged Packages
If your order shows as delivered but is missing, wait 24 hours. Contact us after that with your order number and tracking link. We will review the case and help with a replacement or refund based on the carrier’s investigation.
Returns
Visit our Returns page for instructions and timelines.
Template 2: International Shipping Policy With Duties and Taxes
Processing Times
Most in stock orders leave our warehouse within one to two business days. Processing times may be longer during peak seasons.
International Shipping
We ship to most regions. Delivery time varies by destination and customs processing. Average delivery ranges appear at checkout.
Duties and Taxes
International orders may include import duties, VAT, and local taxes. These charges depend on your country’s rules. You are responsible for these fees unless duties appear at checkout. When duties appear at checkout, the total includes all charges for delivery.
Customs
Customs may hold packages for inspection. This can extend delivery timelines. Tracking updates appear when the carrier processes new scans.
Shipping Costs
Shipping rates appear at checkout. Rates depend on destination, weight, and carrier availability.
Refused Shipments
If you refuse a shipment due to import fees, the order returns to us. We process a refund for the product once it arrives. Shipping costs are not refunded.
Lost Packages
If a package is lost, contact us with your order number and tracking link. We will coordinate with the carrier to review the case.
Template 3: Subscription Shipping Policy
Shipment Schedule
Your subscription ships after each renewal. Most orders leave our warehouse within one to two business days after your charge date.
Shipping Method
We use standard shipping for all subscription orders unless you choose another option in your account.
Address Changes
Update your shipping address in your account before your next renewal. Address changes after renewal apply to the following cycle.
Tracking
We send a tracking link when your shipment leaves the warehouse.
Skipped Orders
If you skip an order, your next shipment follows your updated schedule.
Returns
Visit our Returns page for instructions.
Where to Place Your Shipping Policy on Your Site
A shipping policy works only if people can find it. Customers look for shipping details at specific points in the buying process. Place your policy where they already search.
| Location | How It Helps |
|---|---|
| Product Pages | Add a short line like “Ships in one to two business days.” Link it to your full policy so customers see it early. |
| Cart Page | Show basic shipping details before checkout. This lowers confusion and builds trust. |
| Checkout | Include delivery estimates next to each shipping option. Clear windows help customers complete purchases faster. |
| FAQ Page | Add your shipping link inside the FAQ. Customers get answers without contacting support. |
| Footer | Place a direct link in your footer. Customers expect to find it here. |
| Order Confirmation Email | Add a tracking link and a short note that points to your shipping policy. This keeps your updates consistent. |
Final Thoughts
A clear shipping policy makes shipping predictable for everyone. Customers understand costs, timelines, duties, and tracking. Your team follows one set of rules instead of guessing. You also avoid disputes that start when expectations are unclear.
Keep your policy simple. Update it when your carriers change or when duties shift in key markets. Place it where customers look for answers, and use short lines that explain what they can expect.
If you want shipping that matches the promises in your policy, Rush Order can help. Our team sets steady processing times, supports global delivery, and keeps tracking consistent across every order. You can build a policy with confidence when your operation runs smoothly. Get a quote now if you want support that keeps your shipping predictable and easy to manage.
Read Also:
Understanding 3PL Partnerships
How to Choose the Right 3PL Provider
The Ultimate Guide to 3PL Software
10 Winning 3PL Sales Strategies
What is 3PL Inventory Management?
The Real Deal on 3PL Outsourcing
Understanding and Optimizing Fulfillment Costs
In-House Fulfillment: When Keeping It Internal Makes Sense and When It Doesn’t
3PL Fulfillment: How Smart Outsourcing Powers High-Growth Brands
What 3PL Fulfillment Companies Actually Do, and How to Pick the Right One
The Shipping Process: How It Works, What It Includes, and How You Can Improve It
