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Key takeaways
- Proof of delivery is evidence that goods were delivered to the right party at the right place and time.
- It can be a signed delivery note, a signature on a handheld device, a photo with a time stamp or a GPS record.
- Capture it at the moment of delivery. Reconstructing it later is hard.
- Link every POD to the invoice. Disputes end quickly when the two sit together.
Free PDF and Excel: Proof of delivery checklist and log. Get it below
What proof of delivery means
Proof of delivery, or POD, is a record that shows goods were delivered, to whom, where and when, usually with a signature or other confirmation from the receiver.
It decides several things at once. The seller can invoice. The buyer can book the receipt. Under shipping terms where risk passes on arrival, such as FOB destination, it marks the moment risk moves. And in a dispute it is the first document anyone asks for.
A carrier delivers 12 pallets to a warehouse. The driver collects a signature on a handheld, takes a photo of the pallets at the dock and records the time and location. The system emails a POD to the shipper within minutes.
A week later the customer says only 10 pallets arrived. The photo shows 12. The shipper sends the POD and the question ends.
What counts as proof
| Type | Strength | Watch for |
|---|---|---|
| Signed delivery note | Strong | Illegible or no printed name |
| Electronic signature on a handheld | Strong | Time and location recorded |
| Photo with time and location | Strong supporting evidence | Photo should show goods and site |
| Carrier tracking status | Supporting only | It can say delivered when it is not |
| Email from the receiver | Medium | Check the sender and reference |
Free PDF and Excel
Proof of delivery checklist and log
A POD checklist for drivers and receivers, and a log that links each delivery to its invoice.
- POD checklist
- Evidence strength table
- Dispute pack list
- Excel POD log with invoice link
Fields to capture
| Field | What goes in it | Why it matters |
|---|---|---|
| Reference | Order, shipment or invoice number. | Links POD to the sale. |
| Delivery date and time | When the goods were received. | Starts payment clocks. |
| Address or location | Where they were left. | Proves the right site. |
| Receiver name and signature | Who accepted. | The accountable person. |
| Quantity and condition | What arrived and whether it was damaged. | Avoids later shortage claims. |
| Photo or other evidence | Image of goods. | Backs the signature. |
The paper form is on delivery note. For goods on the road in India see e-way bill, and for the full export set see shipping documents.
Mistakes
- Signature with no name and no date.
- Leaving goods with a neighbour and calling it delivered.
- Photos that do not show the address.
- POD stored in the carrier's system and never copied to yours.
- Invoicing before the POD arrives.
- Reference is on the POD.
- Date, time and location are recorded.
- Receiver name and signature are legible.
- Quantity and condition are noted.
- A photo is attached.
- The POD is linked to the invoice.
Last checked: 19 October 2026. General logistics practice. Legal weight depends on contract and local law.
Frequently asked questions
What is proof of delivery?
A record showing that goods were delivered to the right party at the right place and time, usually with a signature.
Is a tracking status enough as proof of delivery?
It supports a claim but is not enough alone. Pair it with a signature or a time-stamped photo.
Who holds the proof of delivery?
The carrier collects it. The shipper should receive a copy and keep it with the invoice.
Can proof of delivery be electronic?
Yes. Electronic signatures and photos are widely used and accepted by many buyers.
How long should I keep PODs?
As long as your audit, tax and claims rules require. Keep them with the invoice.