A delivery note lists the goods in a shipment so the customer can check them and sign for them. This free Excel delivery note template records the order reference, despatch date, carrier and number of boxes, with quantity ordered and quantity delivered side by side. The total counts what was actually delivered, so part deliveries are clear.
Why send a delivery note with every order?
A signed delivery note is your proof that the goods arrived. If a customer later says something was missing or damaged, the signature and the “Received by” line show what was accepted and when. Most disputes are settled by producing it.
The default note asks the customer to report any discrepancies within 48 hours. You can change that period in the Notes box to match your terms of trade.
Delivery note, invoice and purchase order: which is which?
| Document | Who issues it | What it shows |
|---|---|---|
| Purchase order | The buyer | What they want to buy and at what price |
| Delivery note | The seller, with the goods | What is in this shipment, with no prices |
| Invoice | The seller | What the buyer owes, including any VAT |
Quote the customer’s order reference on all three, and checking one against another takes seconds.
Handling part deliveries and back orders
When stock runs short, send what you have and say so. Put the full order under Qty Ordered and the shipped amount under Qty Delivered, then note “Balance to follow” against the line. Raise a second delivery note for the rest, and invoice for what was delivered. Your invoice template uses the same layout, so the lines copy across easily.
