Evrenus Fırat Polat · ·
Both documents ride along with a physical shipment, both list what is inside, and both deliberately leave prices off. That is exactly why the terms get used as if they mean the same thing. In everyday small-business use, they largely do.
What they have in common
Neither is a request for payment. That is the invoice's job, sent separately. Both exist to answer one question for whoever receives the shipment: does what arrived match what was supposed to arrive? Quantities and item descriptions are the core content of each. Prices are left off so the document can be handled by warehouse or receiving staff without exposing commercial terms.
Where a distinction sometimes gets drawn
Where businesses do draw a line, it is usually this:
- A packing slip itemizes exactly what is inside a specific box or shipment. It is useful when an order ships in several packages and the recipient needs to reconcile each one individually.
- A delivery note is more often a general confirmation that delivery occurred. It can cover an entire order rather than itemizing box by box, and it is more likely to include a signature line confirming receipt.
Usage varies by country and industry. In some places "delivery note" is the standard term for the document that travels with goods, and "packing slip" is used mostly by online sellers. Use whichever your customers expect.
Side-by-side
| Packing slip | Delivery note | |
|---|---|---|
| Lists items and quantities | Yes | Yes |
| Shows prices | Usually no | Usually no |
| Per box or per order | Often per box | Often per order |
| Signature line | Rare | Common |
| Typical user | E-commerce, warehouses | Trades, wholesale, B2B delivery |
Worked example: a split shipment
A client orders 120 mugs, 60 plates, and 24 bowls on purchase order PO-5521. Your warehouse ships two cartons.
Carton 1 packing slip: 120 mugs (6 boxes of 20). Weight 18 kg.
Carton 2 packing slip: 60 plates, 24 bowls. Weight 22 kg.
Delivery note (one per order): 120 mugs, 60 plates, 24 bowls delivered on May 14, reference PO-5521, with a line for "Received by" and a date.
Total units on the packing slips: 120 + 60 + 24 = 204. Total units on the delivery note: 204. If the recipient counts 198 on arrival, they note "6 bowls missing" next to their signature. You can then check Carton 2's slip to see where the gap sits. The invoice that follows lists the same 204 units with prices.
Does the distinction matter for your business?
For most small businesses, no. Use whichever term your industry or region defaults to, and pick the one your clients will recognize without explanation. What matters far more than the label is what is on the document: accurate quantities, clear item descriptions, and a way for the recipient to confirm, and flag any discrepancy, that what arrived matches what was ordered.
What belongs on either one
- Order or reference number, tying it back to the original order or invoice.
- Itemized quantities and descriptions, with no prices.
- Shipping or delivery date.
- Sender and recipient details, including the delivery address.
- Carrier name and tracking number, if any.
- A signature line, if confirmation of receipt matters for your business.
- Space for notes, such as damaged or missing items.
Our packing slip generator and delivery note generator both produce this layout. Pick whichever name fits how your business usually refers to it.
How they connect to the other documents
A typical B2B flow runs like this: purchase order from the buyer, sales order confirmation from the seller, packing slip or delivery note with the goods, then the invoice. Carry the same reference number on every document so each side can match them. See purchase order vs. invoice for the billing end of that chain.
Common mistakes
- Putting prices on it. This exposes terms to people who do not need them.
- No reference number. The recipient cannot match the slip to an order.
- Generic descriptions. "Misc. parts" cannot be checked. Use item names or SKUs.
- Skipping the signature when value is high. A signed note is your best proof of delivery in a dispute.
- Not keeping a copy. Store a signed copy with the invoice.
FAQ
Is a packing slip a legal document?
It is a business record rather than a tax document. Some regions and industries have extra rules for delivery paperwork, especially for cross-border shipments. Check with your carrier or an accountant.
Do I send the invoice with the shipment?
You can, but many sellers send it separately by email. The packing slip or delivery note stays with the goods either way.
Which one do I need for returns?
The packing slip helps the customer identify what to send back. For a refund or adjustment, see credit notes.
Can one document serve as both?
Yes. Many small businesses use a single document with a signature line and call it either name.
The names may be near-interchangeable, but the job is real: giving the person receiving a shipment a fast, reliable way to check that what showed up is what was supposed to.