Delivery note: what it is and what it must show
A delivery note is a document that travels with a shipment, listing the goods dispatched, quantities, and order references so the recipient can verify and sign for what was received.
A delivery note is a document created by the supplier that travels with a shipment, listing every item dispatched - descriptions, quantities, and order references - so the recipient can verify what arrived before signing to confirm receipt. It is not an invoice: prices and payment terms have no place on a delivery note, because its job is to record what was physically delivered, not what is owed. It is also distinct from a packing slip, which describes the contents of one specific package; a delivery note covers the entire consignment and requires a signature as proof of acceptance.
What a delivery note must show
No universal format is legally required, but any delivery note that does its job reliably includes these fields:
- Delivery note number - a unique, sequential reference that both parties can quote when chasing a shortage or arranging a return
- Delivery date - establishes when goods changed hands, which underpins credit terms and payment timelines
- Supplier details - company name and address, confirming the shipment is from the expected source
- Recipient name and delivery address - prevents goods being accepted at the wrong site or branch
- Purchase order reference - links the delivery back to the authorized purchase order in the buyer's procurement system
- Itemized goods list - product descriptions and SKU or part codes for every line in the shipment
- Quantities ordered versus quantities delivered - showing both figures makes partial shipments and back orders immediately visible
- Discrepancy and condition box - a space for the receiver to note damage or shortages at the moment of handover, before signing
- Signature block - the receiver's printed name, signature, date, and time of acceptance
The signature is the most important element. An unsigned delivery note is just a list; a signed one is proof of delivery that both parties can rely on if quantities or condition are disputed later.
Keep pricing off the delivery note
A delivery note that includes unit prices or line totals can expose your margin to anyone who handles the goods in transit and risks the recipient's accounts team treating it as an invoice. Prices and payment terms belong on the invoice - keep the two documents separate.
How a delivery note fits into the order lifecycle
The delivery note sits in the gap between dispatch and payment. When goods arrive at the receiving dock, the recipient checks each line against the note and records any discrepancies before signing. That signed document then feeds into three-way matching: accounts payable compares the purchase order (what was agreed), the delivery note or goods received note (what arrived), and the invoice (what the supplier is charging) before releasing payment.
Accurate inventory management depends on the same data the delivery note carries. When stock is booked in against a delivery note reference, quantities and item codes flow into the stock record without manual re-entry, reducing the risk of booking in goods that were not delivered or at counts that differ from the physical tally. Delivery notes generated from the same system that holds the original order carry the PO reference, item codes, and quantities through automatically - removing the transcription step that is the most common source of discrepancy between what was ordered and what was recorded as received.