Delivery Notes: What to Include, How to Write One, and Common Mistakes

A delivery note is the document that travels with your shipment and proves what actually left your warehouse. It's not an invoice, not a packing slip, and not a purchase order — but it ties all three together. When done right, a delivery note prevents disputes, speeds up payment, and protects you if a customer claims something went missing. Here's exactly what to put on one, how to write it, and the mistakes that cost businesses real money.

What to Include on a Delivery Note

Every delivery note needs these fields to be useful for both you and your customer:

• Header information: Your company name, address, contact info, and logo. The customer's company name and delivery address. A unique delivery note number and the date of dispatch.
• Order reference: The purchase order (PO) number from the customer. If they didn't provide one, use your internal order number. This is what ties the delivery back to the original agreement.
• Line items: For each product: description, SKU or part number, quantity shipped, and unit of measure (e.g., "each", "box of 12", "kg"). Do not list prices — that's for the invoice.
• Packaging details: Number of pallets, boxes, or packages. Include any serial numbers, batch numbers, or lot numbers if relevant to your industry.
• Sign-off area: A line for the receiver's signature, printed name, and date. Add a notes section where they can record discrepancies, damage, or short shipments before signing.
• Your terms: Optional but useful — delivery terms (e.g., FOB, DAP), return policy reference, or a "subject to inspection" clause.

A simple worked example: You sell office chairs. Your delivery note for order PO-4567 lists "Chair, Model A-100, SKU: CH-A100, Qty: 10, Each." No prices. The receiver signs after counting all 10 boxes and noting no damage.

How to Write a Delivery Note (Step by Step)

Step 1: Pull the order data. Start from the customer's purchase order or your sales order. Copy the exact product descriptions and quantities — don't guess or abbreviate.

Step 2: Add your company details and document number. Use a sequential numbering system so every delivery note is unique. Avoid reusing numbers.

Step 3: List every item being shipped. Include only what's in this specific delivery. If you're splitting an order across multiple shipments, create a separate delivery note for each.

Step 4: Add packaging and tracking info. Note the number of packages and any carrier tracking number. This helps the receiver verify the shipment arrived complete.

Step 5: Include the sign-off section. Leave space for the receiver to write any exceptions. A clean signature means they accepted the delivery as-is.

Step 6: Send it with the goods. Print two copies — one for the receiver to sign and keep, one for you to get back. Or use digital delivery notes with e-signature if your system supports it.

Common Mistakes That Cause Problems

Mistake #1: Including prices. This is the most frequent error. A delivery note with prices can confuse the receiver into thinking it's an invoice, and it messes up three-way matching when your actual invoice arrives with different pricing (e.g., after discounts or rebates). Keep prices off the delivery note entirely.

Mistake #2: Not matching the PO number. If the delivery note doesn't reference the customer's PO, their accounts payable team can't match it. That means delayed payment and extra emails asking for clarification.

Mistake #3: Skipping the sign-off. Without a signature, you have no proof the customer received the goods. If they later claim items were missing, it's your word against theirs. Always get a signed copy back.

Mistake #4: Vague product descriptions. Writing "various hardware" instead of "screws, M8 x 30mm, Qty 500" invites disputes. Be specific enough that anyone on the receiving dock can verify against the goods.

Mistake #5: Not noting damage before signing. Train your drivers and your customers to inspect goods and write "1 box damaged, contents not verified" on the delivery note before signing. Once signed, the receiver has accepted the condition.

Delivery Note vs. Related Documents (Quick Reference)

• Packing slip: Lists what's inside each box for the carrier. The delivery note is the broader document that confirms the entire shipment.
• Goods received note (GRN): Created by the customer after inspection. The delivery note is your version; the GRN is theirs.
• Invoice: Requests payment. The delivery note proves delivery. Never pay an invoice without matching it to a signed delivery note.
• Bill of lading: A carrier document for freight shipments. It covers transport terms, not product details.

For three-way matching, your accounts payable team needs the PO, the delivery note, and the invoice to all agree on quantities and descriptions. A clean delivery note makes that process fast. A sloppy one creates work.