Free Delivery Note Template
A delivery note is a dispatch document that travels with a shipment, lists exactly what was sent, and is signed by the recipient as proof of delivery. This free delivery note template gives you that document ready-made: a free download in Word — no sign-up, no watermark — or create a delivery note online free with the generator, export a PDF, and send it the moment the goods leave.
The delivery note format is deliberately simple: sender and recipient details, a unique delivery note number, a PO reference, an itemised list of goods with quantities, and a signature line — but no prices. Prices, totals, and VAT belong on the invoice. The note is prepared by the warehouse, not by accounts, and the courier handing it over has no business seeing what the customer pays. Every field the format needs is in the 13-point checklist below, from document title to condition-on-arrival remarks.
For a delivery note example with real numbers, look at the delivery note sample just below: Northbridge Supplies sending 200 steel L-brackets and 50 mounting kits against PO-1024, with driver, vehicle, and a recipient signature line on note DN-2026-0089. That signature is the point. When a £3,000 invoice goes unpaid and the customer claims the goods never arrived, it is the signed delivery note — not the invoice — that ends the argument, because it is the only document in the deal the customer's own staff signed.
No UK law forces you to issue delivery notes, but HMRC expects the records behind your invoices to be kept — six years for limited companies and VAT-registered businesses — and a signed note is exactly the paper that backs an invoice up. Pick the delivery note template Word file when you want to edit and print, or save it as a PDF to fill in by hand instead of buying pre-printed notebooks — and let the online generator total quantities and export a PDF for you. It is free either way, and on the buyer's side the signed copy doubles as a goods received note.
Create your delivery note free · Open the delivery note software
What This Template Includes
- The words "Delivery Note" and a unique, sequential delivery note number (e.g. DN-2026-0089)
- Your business name, address, contact details, and logo
- Recipient name, delivery address, and a contact person with phone number
- Invoice address, if it differs from the delivery address
- Issue date, dispatch date, and expected delivery date
- Reference numbers: purchase order (PO), sales order, invoice number, or customer ID
- Itemised list of goods with clear descriptions and the quantity delivered — no prices or VAT
- Product codes, SKUs, or batch and serial numbers where your industry uses them
- Number of packages, total weight, and the delivery method or courier name
- Driver name, vehicle reference, and any tracking number
- Handling instructions — fragile, refrigerate, keep dry — and condition of goods at dispatch
- Items to follow: flag out-of-stock lines and partial deliveries so nobody chases a missing box
- Recipient signature line for acknowledgement: printed name, date, and space to note damage on arrival
Worked Example: Delivery Note #
Northbridge Supplies billing Anvil Workshop Co.:
| Description | Qty | Rate | Amount |
|---|---|---|---|
| Steel L-brackets (PO-1024) | 200 | $0.00 | $0.00 |
| Mounting hardware kit | 50 | $0.00 | $0.00 |
| Galvanized bolts M10 (box of 100) | 20 | $0.00 | $0.00 |
| Mild steel plate 5mm (600×600) | 15 | $0.00 | $0.00 |
| Angle iron, 3m lengths | 40 | $0.00 | $0.00 |
| Rubber washers, assorted | 300 | $0.00 | $0.00 |
| Threaded rods M12, 1m | 25 | $0.00 | $0.00 |
| Total | $0.00 | ||
Driver: M. Patel · Vehicle: VAN-07 · Recipient signature required.
How to Use It
1. Open the template
Click "Create your delivery note free" to open the delivery note template pre-loaded in the generator — or grab the free Word download under the sample.
2. Fill in your details
Add your business details, the recipient and delivery address, a PO or order reference, and each item with its description and quantity delivered — leave prices off.
3. Brand it
Upload your logo, pick an accent colour, and add a signature or business stamp so the note matches your invoices and quotes.
4. Download or send
Export a clean PDF, print two copies — one for the driver, one for your records — or email it as the goods leave. No sign-up required.
Record-keeping tip: file signed delivery notes with the invoices they support. HMRC expects limited companies and VAT-registered businesses to keep business records for six years, and self-employed traders for at least five years after the 31 January submission deadline — scanned copies are fine. See GOV.UK guidance on keeping business records (last verified July 2026). This page is general information, not tax or legal advice.
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Frequently Asked Questions
What is a delivery note?
A delivery note (also called a dispatch note, delivery slip, or in India a delivery challan) is a document sent with goods that lists what the shipment contains — descriptions and quantities, but not prices. The recipient checks the goods against it and signs at handover; the supplier keeps the signed copy as proof of delivery and uses it to trigger the invoice.
Can I download the delivery note template free?
Yes — the delivery note template is a free Word (.docx) download, with no sign-up and no watermark. The Word file also opens in Google Docs, so you can customise the format, add your logo and columns, then print it or save it as a PDF. The online generator also exports a finished PDF for you.
Delivery note vs invoice — what is the difference?
A delivery note proves goods were delivered; an invoice requests payment. The note travels with the goods, lists quantities without prices, and is signed by the recipient. The invoice follows by email or post and carries prices, totals, and VAT. Put the same PO or order number on both documents so they match up in your records.
Is a delivery note a legal requirement in the UK?
No — no UK law requires you to issue delivery notes. They are standard practice because a signed note is strong evidence if a delivery is disputed. Once issued, keep them with your business records: HMRC expects limited companies and VAT-registered businesses to keep records for six years, and sole traders for at least five years after the 31 January filing deadline.
Should a delivery note include prices?
No. Prices, discounts, and VAT belong on the invoice. Leaving them off the delivery note means warehouse staff, couriers, and the recipient's goods-in team never see what the customer pays — which matters when different customers are on different rates. If a line needs identifying beyond its description, add a product code or SKU rather than a price.
Delivery note vs packing slip — same thing?
They overlap. A packing slip lists what is in one box or parcel and is often an internal document. A delivery note is the recipient-signed record of the whole delivery — usually broader, addressed to the customer, and used to trigger billing. On the buyer's side, a signed delivery note often doubles as the goods received note (GRN).