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Key takeaways
- A delivery note records what was delivered, to whom, when and in what condition. The receiver signs it.
- It carries no prices on most forms. It is an operational document that backs up the invoice.
- It differs from a packing slip, which lists what is in the box, and from a bill of lading, which is the carrier's receipt.
- Record damage or shortage on the note before the driver leaves.
Free PDF and Excel: Delivery note template and receiving checklist. Get it below
What a delivery note is
A delivery note is a document that accompanies a delivery and records the goods handed over, the date and the receiver's signature, usually without prices.
The term is common in the UK and Commonwealth countries. The same job is done in the United States by a bill of lading or a signed packing slip. Whatever the name, the idea is the same: a record that the goods arrived, signed by the person who received them.
A builders' merchant delivers 40 bags of cement and 200 bricks to a site. The site foreman checks the load, notes that three bags are split, writes that on the delivery note and signs.
When the merchant invoices, it credits the three bags. A month later the customer's accounts team asks about the credit, and the signed note explains it.
Fields
| Field | What goes in it | Why it matters |
|---|---|---|
| Note number and date | Unique number and delivery date. | Allows reference later. |
| Supplier and customer | Names and delivery address. | Shows where goods went. |
| Order reference | Customer PO or sales order number. | Allows matching to the order. |
| Items and quantities | Item code, description and quantity delivered. | Matches to the invoice. |
| Condition | Notes on damage or shortage. | Evidence in a dispute. |
| Receiver | Name, signature and date and time. | Proof of receipt. |
| Carrier | Name and vehicle or tracking details. | Traces the delivery. |
Free PDF and Excel
Delivery note template and receiving checklist
A delivery note layout with space for damage notes and the receiver's signature, plus a dock checklist.
- Delivery note layout
- Dock checklist
- Damage wording examples
- Excel delivery log
Delivery note versus related documents
| Document | Purpose | Signed by receiver? |
|---|---|---|
| Delivery note | Record of goods handed over | Yes |
| Packing slip | List of what is in the package | Not usually |
| Bill of lading | Carrier receipt and contract of carriage | Carrier signs |
| Proof of delivery | Evidence that delivery occurred, may be electronic | Yes or equivalent |
| Goods received note | Buyer's internal record of receipt | Buyer's staff |
Mistakes
- Signature illegible or missing a name.
- Accepting delivery with no check and signing clean.
- No note of damage, so claims fail.
- Delivery note and invoice quantities that do not match.
- Photos kept on a phone and not attached to the note.
- Count and check against the note.
- Note damage and shortage on the note.
- Receiver prints name and signs.
- Date and time are recorded.
- A copy stays with the receiver and one goes back to the supplier.
- The note is filed with the purchase order.
Last checked: 19 October 2026. General delivery practice. Local law decides the weight of a signed note.
Frequently asked questions
What is a delivery note?
A document recording the goods delivered, the date and the receiver's signature, normally without prices.
Is a delivery note the same as a packing slip?
No. A packing slip lists the contents of a package. A delivery note is the record of handover, signed by the receiver.
Does a delivery note show prices?
Usually not. Prices go on the invoice.
Who signs a delivery note?
The person receiving the goods, with printed name, date and time.
Why keep delivery notes?
They are evidence if a customer disputes receipt or quantity, and they support the supplier invoice.