What is a delivery note?

What is a delivery note?

A delivery note is a document used to identify the goods sent to a customer or another location. It helps the sender and receiver check what arrived against an order, dispatch record, or agreed list. Unlike an invoice, a delivery note primarily records the movement of goods rather than requesting payment.

When should a business use a delivery note?

Delivery notes are useful for furniture, equipment, spare parts, wholesale orders, building materials, and other physical goods. They can accompany the shipment or be prepared as a record when the goods are handed over. They are especially useful when deliveries are split into multiple trips or when the recipient is different from the person who placed the order.

Example: A supplier delivers 10 office chairs to a customer's premises. The delivery note lists the chair model, quantity dispatched, destination, and delivery date. The receiving staff check the chairs and record any discrepancy before acknowledging receipt.

What should a delivery note include?

• Sender: Supplier or dispatching business name and contact details.
• Recipient: Customer or receiving organization and contact person.
• Delivery details: Destination address, delivery date, and any relevant dispatch reference.
• Document reference: A delivery note number and related purchase order or invoice reference, where applicable.
• Items: Clear descriptions, product codes if used, quantities, and units such as pieces, boxes, or kilograms.
• Condition or exceptions: Space to record shortages, visible damage, or items refused.
• Acknowledgment: Receiver name, signature, and date when the business process calls for confirmation.

Requirements vary by industry and location. A delivery note alone does not necessarily prove that every item was inspected or accepted in good condition.

Worked example: delivery of office chairs

A furniture supplier has an order for 12 chairs but can deliver only 10 today. The delivery note should show the quantity actually handed over, not automatically repeat the full order quantity.

Suggested note: “10 chairs delivered on 9 October; 2 chairs pending for a later delivery.” The pending quantity is an operational tracking example; whether it appears on the actual document depends on your delivery-note format and agreed workflow.

What if goods are missing or damaged?

Before signing, the receiver should compare the goods with the delivery note where practical. If two boxes are missing or one chair is visibly damaged, record the difference clearly, including the affected item and quantity. A note such as “Received 9 of 10 chairs; 1 chair damaged on arrival” is more useful than an unexplained signature.

Photographs, shipment references, and a separate discrepancy report may help resolve a dispute. Follow the seller's agreed claims process and any applicable carrier or insurance deadlines.

Who should sign a delivery note?

The authorized sender or dispatch representative may sign to confirm the goods were prepared or released. The receiver generally signs when the goods arrive, after checking them as far as reasonably possible. The sender should not pre-fill or upload a receiver's signature as if delivery had already been acknowledged.

A receiver's signature may confirm physical receipt, but it does not automatically establish that all goods are defect-free or that the invoice has been paid. The meaning depends on the wording and applicable agreement.

Delivery note vs invoice vs receipt

A delivery note records what goods were handed over. An invoice states charges and requests payment under agreed terms. A receipt records payment received. These documents can refer to the same sale, but each serves a different purpose.

Common delivery note mistakes to avoid

• Copying ordered quantities: Record the actual goods delivered, particularly for partial shipments.
• Vague descriptions: Use a model, size, code, or other identifier when necessary.
• Missing destination: Specify the correct receiving site or department.
• No delivery reference: Include an order or dispatch number to help match records.
• Ignoring discrepancies: Note shortages or visible damage promptly.
• Signing too early: Allow the receiver to check the delivery before acknowledgment.
• Losing the record: Keep a copy with the relevant order or dispatch documentation.

How to create a delivery note with BizDoc Maker

1. Open the Delivery Note Generator.
2. Enter the sender's business details and the recipient's information.
3. Set the delivery note number, date, and destination.
4. Add the goods, descriptions, quantities, and units as appropriate.
5. Include a related order reference and useful delivery notes where available.
6. Review the live document preview and confirm the quantities match the actual dispatch.
7. Print or save the document as a PDF. Leave the receiver acknowledgment for the person receiving the goods.

Check the available fields in the generator and use its notes area for additional details when necessary. For regulated shipments, verify any separate transport or compliance documents required.

Frequently asked questions

Is a delivery note the same as an invoice?

No. A delivery note records delivered goods; an invoice sets out charges and payment terms. Some businesses issue both.

Does a delivery note prove payment?

No. Payment is usually supported by a receipt, bank confirmation, or another payment record.

Can I issue a delivery note for a partial delivery?

Yes. Show what was actually delivered and, where helpful, identify what remains outstanding.

Does the receiver have to sign?

That depends on the agreement and delivery process. A signed acknowledgment is often useful, but other forms of delivery confirmation may be accepted.

Should a delivery note show prices?

Not necessarily. Many delivery notes focus on descriptions and quantities. Commercial pricing is commonly recorded on a quotation or invoice.

Note: Document requirements can vary by country, industry and transaction. Use these guides as general business information and check applicable local requirements when necessary.