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A Delivery Note is a document that accompanies a shipment of physical goods and lists every item dispatched, the quantity of each, and the details of both the sender and the recipient. When the recipient signs and returns a copy, it becomes proof of delivery β a formal record that the correct goods arrived at the right address on a specific date. Unlike an invoice, a delivery note carries no pricing information; its sole purpose is to confirm the physical transfer of goods from one party to another.
Without a delivery note, you have no documented record of what left your premises or what the recipient agreed to accept. When a customer claims a parcel arrived short, or that an item was never delivered, an unsigned or absent delivery note leaves you with no evidence to the contrary β making credits, replacements, or collections much harder to contest. A signed delivery note also gives your accounts payable team the paper trail they need to match shipments to purchase orders and approve invoices for payment without delay. This template gives you a clean, professional starting point that takes two minutes to complete per shipment and protects every delivery you make.
| If your situation is⦠| Use this template |
|---|---|
| Delivering goods as part of a confirmed sales order | Delivery Note (Sales Order Reference) |
| Shipping goods across international borders requiring customs paperwork | Commercial Invoice (International) |
| Sending goods to a warehouse or third-party fulfillment center | Goods Receipt Note |
| Confirming return of goods from a customer back to the supplier | Return Merchandise Authorization Form |
| Requesting payment after delivery has been confirmed | Invoice |
| Providing a proof-of-purchase record once payment is received | Receipt |
| Authorizing a supplier to ship goods before the invoice is issued | Purchase Order |
Why it matters: Without a unique identifier, matching the delivery to the correct invoice and purchase order requires manual searching through records, slowing payment and creating reconciliation errors.
Fix: Adopt a sequential numbering format (DN-YYYY-NNNN) and assign a number to every delivery before dispatch β no exceptions.
Why it matters: Accounts payable teams at larger buyers cannot approve payment without linking the delivery note to an authorized purchase order β the invoice sits unpaid until the match is found.
Fix: Always include the buyer's PO number on every delivery note, even for long-standing customers who informally place orders by phone or email.
Why it matters: An unsigned delivery note is not proof of delivery β if a customer later claims goods were never received, you have no documentary evidence to counter the claim.
Fix: Require a physical or digital signature from the recipient before the delivery driver or courier leaves the premises, and file the signed copy immediately.
Why it matters: If damage is not noted on the delivery note at the time of receipt, the recipient loses their strongest evidence for a carrier or supplier claim, and you may face an undocumented dispute.
Fix: Train receiving staff to inspect goods before signing and to write a brief damage description in the condition field rather than signing the note as clear when damage is visible.
Fill in your full business name, address, and contact details in the sender block. Enter the consignee's legal name or business name, the physical delivery address, and the name of the receiving contact.
π‘ Confirm the delivery address directly with the recipient before dispatch β billing and shipping addresses differ more often than expected.
Use a sequential numbering format such as DN-YYYY-NNNN and enter the dispatch date. This number is your primary reference for reconciling the delivery against the invoice.
π‘ Store a master log of delivery note numbers in a simple spreadsheet so you can instantly locate any shipment by number.
Enter the purchase order or sales order number this shipment fulfills. If the delivery covers a partial order, note that clearly alongside the reference number.
π‘ Ask each regular customer for their preferred PO reference format once β many corporate buyers reject documents that don't match their system's expected format.
Add one row per product, filling in the SKU or product code, a clear item description, the quantity ordered, and the quantity actually being dispatched in this shipment.
π‘ Use the same product descriptions your invoice uses β matching language across both documents cuts the buyer's processing time and reduces queries.
If any ordered item is missing from this delivery, include it on the list with the quantity dispatched as zero, a reason, and an expected dispatch date.
π‘ A proactive backorder note prevents a support call and sets clear expectations β recipients appreciate the transparency.
Note the condition of the goods at dispatch and any handling instructions such as fragile, refrigerate, or keep dry. Leave space for the recipient to note any damage observed at delivery.
π‘ Pre-print your standard handling icons on the template header if you ship fragile or temperature-controlled goods regularly.
Print the completed delivery note and place it inside or attached to the shipment. Ask the recipient or their representative to sign, print their name, and record the time of receipt.
π‘ Keep a scanned or photographed copy of the signed delivery note on file β it is your only proof of delivery if a dispute arises weeks later.
A delivery note is a document sent with a shipment that lists the goods included, their quantities, and the details of both the sender and recipient. It travels with the goods and is signed by the recipient on arrival as confirmation of what was received. It is distinct from an invoice β it confirms delivery, not payment.
A delivery note confirms what physical goods were shipped and received β it is a logistics document. An invoice is a financial document requesting payment for those goods. They reference the same order but serve different purposes: the delivery note closes the shipping step; the invoice triggers the payment step. Both should be on file for any completed transaction.
The terms are often used interchangeably, but a packing slip typically lists the contents of a specific package and focuses on the packing process. A delivery note is a more formal document that includes order references, recipient details, and a signature block for proof of delivery. For most businesses, a delivery note serves both purposes.
There is no universal legal requirement for a signature, but obtaining one is strongly recommended. A signed delivery note is your primary proof of delivery β it documents that the named recipient received the listed goods on a specific date. Without it, disputes about non-receipt or incorrect quantities are much harder to resolve in your favor.
Prices are not typically included on a delivery note β that information belongs on the invoice. Keeping them separate means your delivery note can be handed to a warehouse receiving team or a third party without disclosing pricing. Reference the invoice number on the delivery note so the two documents can be linked when needed.
Most accountants recommend retaining delivery notes for the same period as related invoices and purchase orders β typically 5β7 years depending on your jurisdiction's tax record-keeping rules. Signed delivery notes are primary evidence in dispute resolution and audits, so store scanned copies in a cloud folder linked to the relevant invoice.
A delivery note issued by the supplier and a goods receipt note (GRN) created by the buyer confirm the same physical event from opposite directions. Many businesses use the signed delivery note as their de facto GRN, especially for smaller operations without a formal warehouse management system. Larger organizations typically create an internal GRN to record the receipt in their own system and attach the supplier's delivery note as supporting documentation.
An invoice is a financial document requesting payment for goods or services. A delivery note is a logistics document confirming what was physically shipped and received. The two work together β the delivery note confirms delivery; the invoice triggers payment β and should reference each other by number. Prices belong on the invoice, not the delivery note.
A purchase order is issued by the buyer before delivery to authorize a purchase. A delivery note is issued by the seller at the point of dispatch to confirm what was sent. They should reference each other: the delivery note lists the PO number, and the PO sets the quantities and specifications the delivery note is checked against on receipt.
A receipt confirms that payment has been received. A delivery note confirms that goods have been received. The two documents sit at different points in the transaction lifecycle β delivery comes first, payment confirmation follows. Both should be retained as part of a complete transaction record.
A bill of lading is a formal legal shipping contract between a shipper and a carrier, used primarily for freight and international shipments. A delivery note is a simpler internal document confirming what was included in a shipment and serving as a receipt for the recipient. For domestic courier or own-vehicle deliveries, a delivery note is sufficient; for freight or cross-border shipments, a bill of lading is typically required in addition.
High shipment volumes require sequential numbering and order-reference matching to keep delivery notes aligned with purchase orders across multiple suppliers.
Delivery notes for raw materials and components often include batch numbers and quality certificates, which are appended or referenced to support traceability.
Site deliveries require the note to name a specific site address and a designated site manager to sign, since materials may arrive when the primary buyer is off-site.
Temperature-sensitive deliveries require condition and temperature readings recorded at dispatch and receipt, making the condition field on the delivery note critical for compliance.
| Path | Best for | Cost | Time |
|---|---|---|---|
| Use the template | Any business shipping physical goods that needs a consistent, professional delivery record | Free | 2β5 minutes per delivery |
| Template + professional review | Businesses with high shipment volumes that want to customize fields for their specific products or integrate with an order management system | $50β$200 (design or admin customization) | 1β2 hours |
| Custom drafted | Enterprises integrating delivery documentation into ERP or warehouse management systems with automated data population | $500β$2,000+ (developer or system integration) | 1β4 weeks |
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