Delivery note - What is a delivery note?
A delivery note is a document that accompanies a shipment of goods, and provides a list of the products and quantity of the goods included in the delivery.
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A delivery note can also be known as a ‘dispatch note’ or a ‘goods received note’. Although they are normally printed, delivery notes can also be sent by email.
Using delivery notes help a business get a better overview of their input and output, whilst also giving their customers a way to check they have received all of the products they paid for. If anything is missing, the recipient can quickly respond and contact the sender, using the delivery note to inform both parties what is wrong with the delivery.
What is the purpose of a delivery note?
If you send a delivery note with your shipment of the goods, it can be used as a checklist by your customer to ensure that everything is there. Every item contained in a delivery note has to be in the accompanying shipment.
It also describes whether any goods in the original order are not enclosed - thereby providing an overview of what the recipient has ordered and what has been sent in that particular delivery.
In some cases, a copy of the delivery note is signed by the recipient and then returned to the seller or consignor as proof of delivery. This is then known as ‘recorded delivery’ or ‘signed for delivery’. If the delivery note has been signed by the recipient, you can be safe in the knowledge your parcel has reached its intended destination.
What should a delivery note include?
Although goods received notes are optional, each they should still follow a certain structure, regardless of whether you use delivery note software or create your delivery note template on word. There must be clear communication between both the sender and receiver. The delivery note must therefore show:
- The name and contact details of the seller
- Name and contact details of the customer
- Date of issue
- Date of delivery of the goods
- A description of the goods contained in the order
- The quantity of each type of goods.
The delivery note may also optionally require the receiver’s signature (or stamp) which confirms the delivery was received.
It’s useful to be consistent with your company branding across all of your communication materials. For example, ensure that the logo you include on your invoices also appears on your delivery note and follows the same design/layout.
This makes a shipment more easily identifiable to your customer, as well as extends your company branding and your professional image.
Additional details delivery notes can contain
While a delivery note usually does not contain product prices, some do choose to include these, depending on the industry and the products being shipped. Rather than showing the price, products may be listed by their unique product number.
A delivery note might also include the address and banking information of the seller, as a confirmation or added reminder for contact and payment purposes.
Delivery note example
Below is an example of a delivery note. Delivery notes have a similar format to invoices and will be titled ‘Delivery Note’. They are also assigned a unique number which will help you keep your documents in order.
Delivery notes and Debitoor
Debitoor invoicing software also provides an easily customisable delivery note template that you can use for any shipment. Based on your chosen invoice template, the layout can be edited in just a few clicks to include or remove certain information. It will also automatically apply the company logo you’ve uploaded to your account.
You can also choose whether to include a footnote that lists more detailed information including banking and contact details. Once you’ve completed your delivery note, you can either email this to your customer, or download it in PDF format to print and send with your products.
Ready to create a delivery note? Give Debitoor a try!