A cash-on-delivery order typically generates more than just the standard label-and-invoice combination — many couriers require an additional collection form or COD slip, confirming the amount to be collected from the customer at delivery, which needs to travel with the parcel alongside the usual shipping label.
Understanding what is in a COD order's combined document
- The shipping label, the same as any other order, needs cropping and printing as normal.
- The tax invoice, which is removed the same way as a standard order.
- A COD collection slip or form, stating the amount to be collected, which often needs to be kept with the parcel or provided to the delivery courier separately, depending on the specific courier's process.
Steps
- Download the order's full document set from your marketplace seller panel.
- Crop the shipping label with the appropriate marketplace tool, the same as a standard order.
- Check whether a separate COD form is included, and follow your specific courier's guidance on whether it needs to be attached to the parcel, kept separately, or simply retained for your own records.
- Print and prepare each piece according to your courier's requirements.
Why COD orders deserve a bit more attention during packing
Beyond the extra paperwork, a COD order carries a financial reconciliation element that a prepaid order does not — you need to confirm the correct amount was collected once the delivery is complete. Keeping clear records of what was expected to be collected for each COD order, tied to the order itself, makes this reconciliation considerably easier than trying to work it out after the fact from memory or scattered notes.
Checking the COD amount matches the order value
Before finalising a COD shipment, it is worth a quick check that the amount stated on the collection form or slip actually matches the order's expected total, since an error here means either short-collecting or over-collecting from the customer, both of which create a problem to resolve after the fact. This is a quick check worth adding specifically for COD orders, alongside the general address verification covered in our guide on handling a shipping label with the wrong address.
Filing COD documentation for reconciliation later
Keep the COD collection form or a record of the expected amount filed alongside the rest of that order's documentation, following the general filing approach covered in our guide to keeping customer documents organised for a small business. This makes reconciling actual collected amounts against expected amounts, once delivery confirmations come in, a much more straightforward process.
Handling a batch that mixes COD and prepaid orders
If a packing session includes both COD and prepaid orders, it is worth processing them as distinguishable groups, or at minimum clearly marking which parcels are COD, since a COD parcel needs a specific extra step at the point of delivery that a prepaid one does not. A clear visual marker on the printed label or parcel, following your courier's own recommended approach, helps avoid confusion during the actual collection and handover to the courier.
What to do if a collection amount discrepancy is reported after delivery
If a courier or customer reports a discrepancy between the expected and actual collected COD amount after delivery, having your original order record and the specific COD form filed and easy to locate makes resolving the discrepancy considerably faster than needing to reconstruct the details from your general sales records.
Keeping the extra form attached to the right package
A cash-on-delivery order's extra collection form needs to travel with the same package as its label, and it's worth double-checking the two are matched correctly before handing off to the courier, particularly if you're processing several cash-on-delivery orders in the same batch as regular prepaid ones. A simple habit of physically stapling or clipping the form directly to its matching label before packing reduces the risk of the two becoming separated.
Confirming the collection amount matches the order
Before printing, cross-check the cash-to-be-collected amount on the form against the actual order total, since a mismatch here creates a genuinely awkward situation for the courier and the customer at the point of delivery. This is a quick check worth building into your routine specifically for cash-on-delivery orders, given the extra complication an error here causes compared to a prepaid order.
Training anyone else who handles these orders
If someone else on your team also processes cash-on-delivery orders, make sure they understand the specific extra steps involved — matching the form to the label, confirming the collection amount — rather than assuming the process is self-evident from the regular prepaid-order workflow alone.
Frequently asked questions
Do all cash-on-delivery orders require a separate collection form?
This depends on your specific courier and marketplace; some include this as a standard part of the combined document, others handle it differently. Check your specific courier's process.
Should the COD form be attached to the outside of the parcel?
Follow your specific courier's guidance, since this varies by courier.
What if the COD amount on the form looks wrong?
Check it against the order's actual total before shipping, and contact the marketplace or courier for clarification if there is a genuine discrepancy.
How should I keep track of expected COD collections across many orders?
Filing each order's COD details alongside its other documentation, following a consistent record-keeping system, makes later reconciliation much easier.
What if a customer refuses a COD delivery?
This is handled by your courier's own return or refusal process; keeping your original order and shipping records organised helps you respond to this situation when it comes up.
Does this process differ much between marketplaces?
The general principle is similar, though the exact document format and required steps can vary by marketplace and courier; check your specific platform's guidance.
Are the tools used to prepare these documents free?
Yes. No sign-up, no watermark, and files are removed from the server automatically about an hour after processing.