Delivery Notes: Proof the Goods Actually Showed Up

Invoices ask for money. Packing lists describe cartons for customs. A delivery note answers a simpler question that comes up after every shipment: what was physically handed over, and who signed for it? It's the document nobody thinks about until a pallet is short — and then it's the only proof you have.

Three documents, three jobs

• Delivery note — quantities delivered, receiver signature. Common at warehouse docks and domestic drop-offs.
• Packing list — cartons, net/gross weight, CBM. Built for freight and customs.
• Invoice — prices and payment terms. Different audience, different purpose.

All three should describe the same goods. They just answer different questions for different people.

What to put on the note

• Shipper and deliver-to (consignee) names and addresses
• Delivery note number and date — so you can find it six months later
• Reference to the purchase order or sales order
• Item descriptions and quantities delivered — prices usually stay off
• Carrier or driver name, plus a signature line for whoever received the goods

Honest tip: note shortages or visible damage in the Notes field before the receiver signs. After the signature, "we were short two cartons" becomes much harder to argue.

When you'd actually use one

Warehouse deliveries, supplier drop-offs, partial shipments, contractor material deliveries — anywhere goods change hands and you want a paper trail. It's not glamorous paperwork, but it's the kind that saves you when something goes missing.

Create one in a few minutes

1. Open the Delivery Note template.
2. Fill shipper, consignee, items and PO reference.
3. Download the PDF — print one for the driver, keep the signed copy.

Quick answers

Do I need prices on it? Usually no — that's the invoice's job. Quantities and descriptions are enough here.

Is this a legal contract? No. It's a delivery record. This template is not legal advice.

Can I bundle documents together? Yes — after downloading, use our Merge PDF tool to combine PO, delivery note and invoice into one file for your records.

Disclaimer: This guide and template are for general business record-keeping only. They are not legal, tax, or professional advice.

👉 Create yours: free Delivery Note template →