Delivery Note Guide: What It Is and How to Create One
Everything you need to know about delivery notes and packing slips for your business
A delivery note (also called a packing slip or dispatch note) is a document that accompanies a shipment of goods. It serves as proof of delivery and helps both the sender and recipient verify that the correct items were shipped and received. This guide explains what delivery notes are, what they should contain, and how to create them professionally.
What Is a Delivery Note?
A delivery note is a document that travels with a shipment of goods from the seller to the buyer. It lists all the items included in the delivery, their quantities, and any relevant details. Unlike an invoice, a delivery note typically does not include prices — its purpose is to confirm what was shipped, not to request payment.
Delivery Note vs. Invoice vs. Packing Slip
These three documents serve different purposes. A delivery note confirms what was shipped and is used for verification. An invoice is a request for payment and includes prices. A packing slip is similar to a delivery note but may include additional packaging details. In practice, 'delivery note' and 'packing slip' are often used interchangeably.
Essential Elements of a Delivery Note
A professional delivery note should include: a unique delivery note number (e.g., DN-2026-001), the sender's name and address, the recipient's name and delivery address, the delivery date, carrier name and tracking number, a reference to the original purchase order or invoice number, an itemized list of goods with quantities and descriptions, and any special handling instructions.
Why Delivery Notes Are Important
Delivery notes serve several important functions: they provide proof that goods were shipped and received, help recipients verify the contents of a shipment against their purchase order, serve as a basis for raising disputes if items are missing or damaged, support inventory management by providing a record of incoming goods, and help with accounting by linking shipments to invoices and purchase orders.
How to Number Delivery Notes
Use a consistent numbering system such as DN-YYYY-NNN (e.g., DN-2026-001). Sequential numbering makes it easy to track deliveries and match them to purchase orders and invoices. InvoiceBean auto-generates delivery note numbers in this format. Always reference the corresponding purchase order or invoice number on the delivery note.
Best Practices for Delivery Notes
Follow these best practices: always include a delivery note with every shipment, ensure the recipient signs the delivery note as proof of receipt, keep a copy of all delivery notes for your records, reference the purchase order number to facilitate matching, clearly note any discrepancies or damaged items at the time of delivery, and use a consistent format for all delivery notes.
FAQ
Is a delivery note required by law?
Requirements vary by country and industry. In many jurisdictions, delivery notes are not legally required for domestic shipments, but they are strongly recommended as best practice. For international shipments, customs documentation requirements may apply.
Should a delivery note include prices?
Typically, delivery notes do not include prices. Their purpose is to confirm what was shipped, not to request payment. If you need to include prices, you should send a separate invoice. However, some businesses choose to include prices on their delivery notes for convenience.
What should I do if items are missing from a delivery?
If items are missing, note the discrepancy on the delivery note at the time of receipt. Contact the sender immediately to report the shortage. Keep a copy of the signed delivery note with the noted discrepancy as documentation for any claims or disputes.
Can I create a delivery note for free?
Yes! InvoiceBean lets you create professional PDF delivery notes completely free with no watermarks and no signup required. Simply fill in your details and download your delivery note instantly.