A delivery note identifies goods supplied to a recipient and helps the receiving business reconcile the delivery with its order. It commonly includes product descriptions, quantities and an order or delivery reference. Its format depends on the supplier’s process.
What makes a delivery note useful?
Use clear item descriptions or recognised product codes, the recipient’s reference and the quantities being delivered. For a partial shipment, make the distinction between quantities ordered and quantities included clear.
Where several pallets or cartons are involved, connect the note with the packing list or package identifiers so the warehouse can find the relevant goods.
It has a different purpose from transport documents
| Record | Primary question it helps answer |
|---|---|
| Delivery note | Which goods is the supplier delivering? |
| Packing list | How are the goods distributed across packages? |
| CMR or transport record | What carriage and handover details were recorded? |
| Commercial invoice | What transaction and values were invoiced? |
Check receiving-site requirements
Some warehouses need a purchase-order number or a particular document layout before accepting freight. Obtain those instructions before collection and give the relevant references to your manager.
If neutral commercial presentation is requested, agree which delivery note should accompany the goods. Do not replace mandatory transport or customs information with inaccurate details.
Keep the final version accessible
Provide documents through the channel agreed for the booking and keep a copy in your records. If quantities change, update the note and associated packing information.
Read CMR versus delivery note, booking references and neutral shipping.