Free Vehicle Delivery Note Template
This free vehicle delivery note template records the handover of a car, bike, or commercial vehicle to its buyer — download it as a Word file, or fill it online and export a finished note as a PDF in under two minutes. A vehicle delivery note is a signed handover record that fixes which vehicle (by VIN/chassis and engine number), which buyer, and the exact date and time possession changed — protection for dealerships, used-car sellers, and RTO files.
The layout carries everything an Indian dealership or private seller needs on one page: make, model, variant, and color; VIN/chassis and engine numbers that must match the RC; temporary or permanent registration; odometer and fuel readings; an accessories checklist; the RTO documents handed over (Form 22, invoice, insurance, PUC); and an undertaking that challans and liabilities pass to the buyer from the moment of delivery. The same car delivery note format works for a new delivery at the showroom, a delivery note for car sale between private individuals, and a delivery note for vehicle transfer inside a company fleet — rental, leasing, and logistics companies use the same note as proof of delivery.
Take the vehicle delivery note format in Word if you want to edit the text, or save it as a PDF if you just want to print and fill — it sits on plain paper or dealership letterhead, and no stamp paper or notary is involved. Prefer typing it once? The free generator pre-fills the same fields, adds your logo, and gives you a one-click vehicle delivery note PDF download.
One rule makes this document work: one vehicle per note. Dealers who batch several vehicles on a single sheet lose the clean VIN-to-buyer mapping that RTO clerks and insurers check first. Filling it takes 10–15 minutes; print two copies and both parties keep a signed one.
Create your vehicle delivery note free · Open the delivery note software
What This Template Includes
- Dealer / seller name, address, contact number, and GSTIN (for dealerships)
- Customer name, S/O (parentage), address, mobile number, and ID reference (Aadhaar / driving licence number)
- Delivery note number, plus date, time, and place of delivery
- Vehicle make, model, variant, year, and color
- VIN / chassis number and engine number — copied exactly from the RC / Form 22
- Registration / M.V. number (permanent or temporary TR) and issuing RTO
- Odometer reading and fuel level at handover
- Accessories checklist — floor mats, mud flaps, toolkit, jack, spare wheel, fitted extras
- Number of keys handed over, including the duplicate key
- RTO documents delivered — RC / Form 22, invoice copy, insurance policy, PUC certificate
- Owner's manual, service booklet, and stamped warranty papers — the delivery date fixes the warranty start
- Used-car sales: signed Form 29 / Form 30 and seller ID proof as per the RC
- "Received in satisfactory running condition" declaration by the buyer
- Undertaking that challans and liabilities pass at delivery, plus signatures of both parties
Worked Example: Vehicle DN #
Sunrise Motors billing Mr. R. Khan:
| Description | Qty | Rate | Amount |
|---|---|---|---|
| Vehicle: Compact SUV — VIN MA3XXXXXX12345 · Engine #ABC9876 | 1 | $0.00 | $0.00 |
| Accessories: floor mats, mud flaps, toolkit, jack, spare wheel | 1 | $0.00 | $0.00 |
| Documents: RC/Form 22 copy, invoice, insurance, PUC, owner's manual | 1 | $0.00 | $0.00 |
| Keys handed over — 2 sets including duplicate | 2 | $0.00 | $0.00 |
| Fuel level & odometer reading recorded at handover | 1 | $0.00 | $0.00 |
| Pre-delivery inspection (PDI) checklist — signed | 1 | $0.00 | $0.00 |
| Form 29/30 & seller ID proof (used-car transfer) | 1 | $0.00 | $0.00 |
| Total | $0.00 | ||
Fuel: full · Odo: 18 km · Temp reg: TR-2026-AB-1122 · 2 keys handed over.
How to Use It
1. Download or open the template
Grab the editable Word file above — or click "Create your vehicle delivery note free" to fill the same layout online and export a PDF.
2. Copy the identifiers from the RC
Enter the VIN/chassis number, engine number, registration number, and make/model/variant exactly as they appear on the RC and Form 22 — not from memory, and not from the invoice.
3. Record the handover facts
Note the date, time, and place of delivery, the odometer reading, fuel level, accessories, and number of keys. Tick off the documents handed over — RC, invoice copy, insurance, PUC — and photograph the vehicle at handover.
4. Add the undertaking and sign
Keep the liability clause — challans and accidents pass to the buyer from the recorded time — then both parties sign. Print two copies; each side keeps one.
5. Brand it and export
Filling online? Upload your dealership logo, pick an accent color, and export a clean PDF or email it to the customer — no sign-up required.
A vehicle delivery note supplements RTO paperwork — it never replaces it. New-vehicle registration still runs on the sale certificate (Form 21) and the roadworthiness certificate (Form 22), and a used-vehicle transfer still needs Form 29/30 filed with the RTO under the Central Motor Vehicles Rules, 1989 — see parivahan.gov.in (Ministry of Road Transport and Highways; last verified July 2026). This template is informational only, not legal advice.
Free Downloads
Frequently Asked Questions
Is the vehicle delivery note template free, and what formats does it come in?
Yes — it is completely free with no sign-up. Download the vehicle delivery note Word (.docx) file to edit the text, print and fill by hand, or save it as a PDF; or open the online generator to type the details once and export a finished PDF. We skip Excel deliberately: a one-vehicle handover record needs signatures, not formulas. For higher-volume dispatches, use the delivery challan template instead.
Which details must match the RC exactly?
Four identifiers: the VIN/chassis number, the engine number, the registration number (permanent or temporary), and the make/model/variant line. Copy them from the RC or Form 22 rather than the invoice — a single transposed digit is the most common reason an RTO clerk or insurer bounces the paperwork. Verify the buyer's name and address against their ID proof the same way.
What should the accessories checklist on a car delivery note cover?
Every item that leaves with the vehicle: floor mats, mud flaps, toolkit, jack, spare wheel, first-aid kit, fitted extras like seat covers or infotainment, plus the fuel level, odometer reading, and number of keys including the duplicate. Run it as a mini pre-delivery inspection (PDI) — on a new car the odometer should read under 100 km and the duplicate key should lock, unlock, and start the vehicle. A signed checklist is the dealer's defence when a customer claims an accessory was missing.
Can I use this for a used car sale between private individuals?
Yes — the same format doubles as a used car delivery note PDF. Attach the signed Form 29/30, record the odometer reading and the "satisfactory running condition" declaration, and keep the undertaking clause (the wording that gives the car undertaking delivery note its name): challans, accidents, and liabilities pass to the buyer from the date and time on the note. No notary or stamp paper is required — file it with the invoice and sale letter as one sale documentation package.
Do different states need a different vehicle delivery note format?
No. The fields expected by RTOs in Maharashtra, Tamil Nadu, Delhi, or a Mumbai RTO are the same — vehicle identification, buyer and seller details, date and time, and signatures. Some dealerships print a bilingual version (English plus Marathi or Tamil); that is presentation, not a legal requirement. What varies by state is the supporting paperwork, so check your RTO's document checklist before submission.
Is there a vehicle delivery note filled sample I can copy?
Yes — the preview above is a filled sample: dealer, customer, VIN, engine number, temporary registration, fuel level, odometer reading, documents, and keys handed over, exactly as a completed note should read. Use it as a model, replace each value with your own from the RC, and delete lines that do not apply — for example the Form 29/30 line on a brand-new delivery.