Email Format
Overview
The email manifest format is sent directly to carriers as an HTML email containing pickup booking details. Unlike the structured data formats (JSON, XML, CSV), this format presents information in a human-readable table layout designed for carrier staff to quickly review and process pickup requests.
An image of a sample email will appear above this content showing the visual layout of the information.
Note: For detailed field definitions and what each data point represents, refer to the Generic Data Fields Reference.
Email Structure
The email is divided into several key sections, each presenting specific information about the pickup request:
- Pickup Status Warning (conditional)
- Booking Header Information
- Pickup Details Table
- Manifest Totals
- Consignment Information (one section per consignment)
- Item Details Table (per consignment)
Pickup Status Warning
When a pickup is not required to be scheduled, a prominent red warning message appears at the top of the email stating:
“** DO NOT SCHEDULE A PICKUP FOR THIS FREIGHT ** The client has a daily collection in place or it has already been booked separately via phone or email.”
This alert prevents duplicate pickup bookings for clients with standing arrangements.
Booking Header Information
The top section identifies the key parties and provides context for the pickup request:
- Booking Request For: Carrier name receiving this booking request
- Dangerous Goods Alert: Red heading stating “The Pickup Contains Dangerous Goods” (only appears when DG is present)
- Requested for Company: The consigning company (sender) requesting the pickup
Pickup Details Table
This table contains all information needed to schedule and execute the pickup:
Broker Information
| Field | Description |
|---|---|
| Broker Name | Account holder company name (may be different from consigning company) |
| Broker Phone | Account holder contact phone number |
| Broker Email | Account holder contact email address |
| Carrier Account | Account code used for billing this shipment |
Pickup Scheduling
| Field | Description |
|---|---|
| Pickup From | Name of the pickup location |
| Service | Service type name and abbreviation (e.g., “Express (EXP)”) – only shown if specified |
| Despatch Date | Date freight is being despatched (DD/MM/YYYY format) |
| Pickup Date | Scheduled pickup date (DD/MM/YYYY format) |
| Pickup Time | Earliest pickup time (HH:MM AM/PM format) |
| Pickup Closing Time | Latest time pickup can occur (HH:MM AM/PM format) |
| # Pallet Spaces | Number of pallet spaces required for this pickup |
| Pickup Instructions | Special instructions for the driver regarding pickup location, access, or requirements |
Pickup Contact Details
| Field | Description |
|---|---|
| Contact Name | Name of person to contact at pickup location |
| Phone | Contact phone number at pickup location |
| Contact email address at pickup location | |
| Address | Full street address of pickup location |
| Suburb | Suburb, postcode, and state of pickup location |
Dangerous Goods Information (Conditional)
When the manifest contains dangerous goods, additional fields appear in red text:
| Field | Description |
|---|---|
| Emergency Contact Number | 24-hour emergency contact for dangerous goods incidents |
| Dangerous Goods Class | Comma-separated list of DG classes present in this pickup |
| UN Numbers | Comma-separated list of UN identification numbers for all dangerous goods |
| Total DG Weight | Combined weight of all dangerous goods (displays in kg and/or litres as applicable) |
Manifest Information
This section provides aggregate totals for the entire pickup:
| Field | Description |
|---|---|
| Total Weight | Combined weight of all consignments in this pickup (rounded to nearest kg) |
| Total Volume | Combined cubic volume of all consignments (rounded to nearest m³) |
Consignment Information
Each consignment in the pickup is listed separately with its own section. The consignment section begins with a header showing the carrier’s consignment identifier.
Delivery Details
| Field | Description |
|---|---|
| Consignment | Carrier’s consignment tracking identifier |
| Sender Reference | MachShip internal consignment number |
| Name | Recipient business or contact name |
| Contact Name | Person to contact at delivery location |
| Phone | Contact phone number for delivery |
| Contact email address for delivery | |
| Address | Full delivery street address |
| Suburb | Delivery suburb |
| Postcode | Delivery postcode |
| State | Delivery state code |
| Special Instructions | Handling or delivery instructions for this specific consignment (only shown if present) |
| Customer Reference | Primary customer reference number |
| Customer Reference 2 | Secondary customer reference number |
Consignment Dangerous Goods Details (Conditional)
When a specific consignment contains dangerous goods, additional fields appear in red text:
| Field | Description |
|---|---|
| Dangerous Goods Class | DG classes for this consignment |
| UN Numbers | UN numbers for dangerous goods in this consignment |
| Packing Groups | Packing groups indicating danger levels (I, II, III) |
| Container Types | Types of containers/packaging used |
| Number Of Containers | Total count of DG containers in this consignment |
| Total DG Weight | Combined DG weight for this consignment (in kg and/or litres) |
Item Details Table
Following each consignment’s details is a table listing all items within that consignment. This table has a horizontal scroll feature for viewing on narrow screens.
Important Note: A message appears above the table clarifying: “Name and Item Types are descriptions of the goods, NOT THE PRICING ITEM TYPE”
Item Table Columns
| Column | Description | Format |
|---|---|---|
| SKU | Product SKU or identifier | Text, left-aligned |
| Name | Item description | Text, left-aligned |
| Item Type | Type of item (e.g., Carton, Pallet, Satchel) | Text, left-aligned |
| Length | Item length in centimeters | Number with “cm” suffix, right-aligned, rounded to nearest cm |
| Width | Item width in centimeters | Number with “cm” suffix, right-aligned, rounded to nearest cm |
| Height | Item height in centimeters | Number with “cm” suffix, right-aligned, rounded to nearest cm |
| Weight | Item weight in kilograms | Number with “kg” suffix, right-aligned, rounded to nearest kg |
| Qty | Quantity of this item | Whole number, right-aligned |
Item Table Totals Row
A totals row appears at the bottom of each item table showing:
- Total Weight: Sum of all item weights for this consignment (bold, in kg)
- Total Item Count: Total quantity of all items in this consignment (bold)