A delivery note is a document that accompanies a shipment and lists the goods being delivered. It names the sender and the recipient, gives the delivery date and shows each item with its quantity. The recipient uses it to check that what arrived matches what was sent. Most delivery notes show no prices.
When to use a delivery note
Use a delivery note whenever goods leave your premises and someone needs to confirm what arrived.
- You deliver products to a customer by van, courier or in person.
- You supply materials to a construction site or workshop and need a record of what was dropped off.
- You split one large order into several deliveries and want each delivery recorded.
- You move stock between your own locations and want a written list.
- You want the recipient to check the goods on the spot and report any problem at once.
A delivery note also helps if a dispute comes up later. It shows what you said you delivered, and on which date.
What to include on a delivery note
Keep the note short and easy to check against the boxes.
- Your business details: business name, address and email (the "From" section).
- Recipient: the name and address of the person or company receiving the goods (the "Deliver to" section).
- Delivery note number: a unique reference for this delivery.
- Date: the day the goods ship or arrive.
- Currency: the form includes a currency choice, but the line items hold no prices.
- Line items: a description and a quantity for every item.
- Notes: an order or invoice reference, delivery instructions, a note about damaged goods, or a signature line for the recipient.
How to create a delivery note with this generator
- Open the delivery note generator.
- Under "From", enter your business name, address and email.
- Under "Deliver to", enter the recipient name and address.
- In "Document details", type the delivery note number and pick the date.
- In "Line items", enter a description and a quantity. Select "Add item" for each extra product. Select "Remove item" to delete a row.
- Use "Notes" for the order reference, delivery instructions or a line such as "Received by: ______".
- Check the live preview. It updates as you type.
- Select "Download PDF". Save the file, because the generator does not store your data between visits.
The tool is free and needs no sign-up. For a signed copy, print the PDF and have the recipient sign it on delivery.
Common mistakes
- Missing quantities. A description with no quantity cannot be checked. Always give a number for every line.
- Vague descriptions. "Parts" is not enough. Use names or codes the recipient will recognize.
- No reference to the order. Add the order or invoice number in Notes so the paperwork matches.
- Wrong recipient address. Check the delivery address, because it can differ from the billing address.
- No record kept. The generator does not save your work. Download the PDF and file your copy.
- Mixing up prices. Do not expect prices on this document. Send a separate invoice for payment.
Delivery note vs packing slip vs invoice
| Document | Main purpose | Shows prices |
|---|---|---|
| Delivery note | Confirm what was delivered | Usually no |
| Packing slip | List the contents of a parcel | Usually no |
| Invoice | Request payment | Yes |
Some businesses use "delivery note" and "packing slip" for the same document. The guide on packing slip vs delivery note explains the usual differences. If you need an inside-the-box contents list, try the packing slip generator.
Related guides and tools
When the goods are delivered, send an invoice with the invoice generator. Read how to invoice a client for the steps. The guide on purchase order vs invoice shows where each paper fits in a sale. To record the order before delivery, see the sales order generator.
Frequently asked questions
- What is a delivery note?
- A delivery note is a document that travels with a shipment and lists the goods being delivered. It shows the sender, the recipient, the delivery date and the items with quantities. The recipient checks the goods against it on arrival. A delivery note usually does not show prices.
- Does a delivery note need a signature?
- A signature is common practice, because it shows the recipient received the goods. This generator has no signature field. Print the PDF and have the recipient sign it by hand, or write a signature line in the Notes section. Requirements differ by business and country.
- What is the difference between a delivery note and an invoice?
- A delivery note confirms what was delivered and in what quantity. An invoice asks for payment and shows prices, tax and totals. A delivery note often has no prices. You usually send the delivery note with the goods and the invoice before or after delivery.
- What is the difference between a delivery note and a packing slip?
- The two documents look alike, and some businesses use the names for the same thing. A packing slip is usually placed inside the parcel as a contents list. A delivery note is often handed over at delivery for the recipient to check and sign. Both list items and quantities.
- Can I add prices to a delivery note?
- This generator does not include price columns. The line items have a description and a quantity. If you need to show prices, create an invoice instead. You can also mention a reference to the related order or invoice in the Notes section. Add the order or invoice reference in Notes instead, so both papers match.
- Is the delivery note generator really free?
- Yes. It is free, needs no account and runs in your browser. Nothing you type is stored on the server. The data is not saved between visits, so download the PDF and keep your own copy. It works on phones and computers.
- How do I number my delivery notes?
- Use a simple, unique number for each delivery note, for example a running count or a count with a year prefix. Keep the same pattern every time so you can find a note later. Type the number in the delivery note number field.