What Is a Delivery Note? Meaning, Format & Free Template

A delivery note is a document sent with a shipment listing the goods included, so the recipient can check the delivery against what was ordered. It is not a bill and does not show prices. It travels with the shipment, gets signed by the recipient on receipt, and is returned to the seller as proof that the goods were delivered.

What Is a Delivery Note?

A delivery note (sometimes called a dispatch note or, in the UK, a goods received note when the recipient countersigns it) is the shipping-side counterpart to an invoice. Unlike an invoice, it does not request payment and usually omits prices. Its sole job is to record what was shipped and confirm what was received — which is why it is the primary evidence used to settle shortages and non-delivery disputes.

What a Delivery Note Must Include

• Delivery note number — unique, sequential (e.g., DN-0042).
• Issue date and expected delivery date.
• Seller details — name, address, contact.
• Recipient details — name, delivery address (may differ from billing address).
• Item list — description, SKU, and quantity for every line shipped.
• Reference — the related purchase order or invoice number.
• Carrier / shipping method and tracking number where applicable.
• Signature block — printed name, signature, date received.

What is the difference between a delivery note and a packing list?

A delivery note is a proof-of-delivery document signed by the recipient; a packing list is an inventory sheet that sits inside the shipment. The delivery note goes back to the seller as evidence the goods arrived. The packing list stays with the buyer so their warehouse can check the contents of each carton.

For the full breakdown across packing slip, packing list, and shipping label, see packing slip vs packing list.

What is the difference between a delivery note and a delivery order?

A delivery note is issued by the seller and travels with the goods; a delivery order is an instruction from the freight owner to a carrier or warehouse to release goods to a named party. The delivery order authorizes release; the delivery note proves receipt.

What is the difference between a delivery note and an invoice?

A delivery note is proof of shipment; an invoice is the request for payment. Both usually reference the same PO number so the accounts payable team can match them. In a three-way match, the PO, delivery note, and invoice must all agree before an invoice is approved for payment.

Is a Delivery Note a Legal Document? Who Signs It?

A delivery note is not a contract, but a signed delivery note is powerful legal evidence. Courts, insurers, and freight-claim adjusters routinely rely on the signed copy to decide who bears the loss when a shipment is short or damaged. The recipient — or an authorized representative such as a warehouse supervisor — signs at the point of delivery, ideally noting any shortage or damage next to the signature.

Free Delivery Note Template

Use the free delivery note template to create a branded, print-ready delivery note in under two minutes — no sign-up required. Industry-specific variants:

• Vehicle delivery note (RTO-ready)
• Delivery challan (GST Rule 55)
• Bill of lading template
• Packing slip template

Managing deliveries at scale? The delivery note software tracks every note from draft to signed and links to the matching invoice automatically.

Frequently Asked Questions

What is a delivery note?

A delivery note is a document sent with a shipment that lists the goods included so the recipient can check the delivery against what was ordered. It is not a bill and does not show prices — its purpose is proof of what was shipped and received.

What is the difference between a delivery note and a packing list?

A delivery note is a proof-of-delivery document signed by the recipient — it accompanies the goods and is returned to the seller as evidence. A packing list sits inside (or with) the shipment and details what is in each carton for the recipient to verify. In practice a delivery note often serves as the customer-facing packing list.

What is the difference between a delivery note and a delivery order?

A delivery note is issued by the seller and travels with the goods to the buyer. A delivery order is issued by the freight owner or shipping line and instructs a carrier or warehouse to release goods to a specific party — it is an authorization, not a proof of delivery.

What is the difference between a delivery note and an invoice?

A delivery note confirms what was physically shipped and received. An invoice is the request for payment for those goods. They cover the same transaction from two angles: the delivery note is the shipping proof, the invoice is the bill.

What should a delivery note include?

A unique delivery note number, issue and delivery dates, seller and recipient details, item descriptions and quantities, related PO or invoice reference, carrier or shipping method, tracking number if applicable, and a signature line for the recipient. Prices are optional and usually omitted.

Is a delivery note a legal document?

A delivery note is not a contract, but it is legal evidence of delivery. A signed delivery note is often decisive in disputes over missing items, short shipments, or non-delivery — courts and insurers treat it as proof that the goods left the seller and reached the recipient.

Who signs the delivery note?

The recipient (or their authorized representative) signs the delivery note on receipt of the goods, after checking the items against the note. The signed copy is returned to the seller; the recipient keeps a copy as their record of delivery.