How to Create a Delivery Note

What Is a Delivery Note?

A delivery note (also called a dispatch note or packing slip) is a document that accompanies a shipment of goods from a seller to a buyer. It lists the items included in the delivery — typically including descriptions, quantities, and any relevant reference numbers.

The delivery note serves two purposes:

For the recipient — to verify that what arrived matches what was ordered

For the sender — as proof that the delivery was made and (when signed) acknowledged

It's distinct from an invoice: a delivery note says "here's what we sent," while an invoice says "here's what you owe us."

What to Include in a Delivery Note

A professional delivery note should contain:

Your business name and contact details

The recipient's name and delivery address

A delivery note number (for your records and theirs)

The date of delivery

A reference to the original order or purchase order number (if applicable)

An itemised list of goods delivered — description, quantity, and unit of measure for each line

A "received by" section — space for the recipient to sign and date, confirming receipt

Optionally, you may include:

Product codes or SKUs

Batch numbers or serial numbers

Special handling instructions

Details of items back-ordered or not included in this delivery

Delivery Note vs Invoice — What's the Difference?

These two documents are easy to confuse:

Delivery note:

Accompanies the physical goods

Lists what was delivered

Does not state prices or amounts due

Signed by the recipient on delivery

Invoice:

Sent separately (often by email)

States the amount owed for the goods

Has payment terms and a due date

Does not require a signature

In many businesses, the delivery note triggers the invoice — once the customer signs to confirm receipt, the invoice is raised. This is especially common in wholesale and trade businesses.

How to Create a Delivery Note Step by Step

Step 1 — Start from a Purchase Order or Quotation

If the delivery relates to an existing order, start from the original document. This saves time and ensures consistency — the item descriptions, quantities, and reference numbers all match.

In Quotation Expert, you can convert any quotation directly into a delivery note with a single tap. All line items and client details carry over automatically.

Step 2 — Adjust for Partial Deliveries

If you're only delivering part of an order (partial delivery), edit the quantities to reflect what's actually being shipped. The original order remains intact, and both parties can clearly see what's outstanding.

Step 3 — Add the Delivery Address

Confirm the delivery address — this may differ from the billing address. Some businesses ship to a warehouse or site address while invoicing to head office.

Step 4 — Include a Signature Block

The most important part of a delivery note is the confirmation of receipt. Include a clear area for:

Recipient's printed name

Signature

Date received

Any notes (e.g., "goods received in good condition" or "item 3 damaged on arrival")

Step 5 — Print and Ship

Print the delivery note and include it with the shipment — either inside the box or attached to the outside in a clear wallet. Retain a copy for your own records.

Why Delivery Notes Matter

Proof of delivery. If a client claims they never received goods, a signed delivery note is your best defence.

Dispute resolution. A signed delivery note showing the client acknowledged receipt of all 20 units makes it very difficult for them to claim only 15 arrived.

VAT and tax compliance. In many jurisdictions, delivery notes are part of the required documentation for the movement of goods, particularly across borders.

Stock management. Delivery notes provide a paper trail for incoming and outgoing inventory — essential for accurate stock records.

Common Mistakes to Avoid

Leaving the signature block blank. A delivery note without a signature is almost useless in a dispute. Always get it signed.

Not noting damaged goods. If goods arrive damaged, it should be noted on the delivery note at the time of delivery — not in an email three days later.

Wrong quantities. Always verify the items listed on the delivery note match what's actually in the box before dispatch. Discrepancies cause payment disputes downstream.

No reference number. A delivery note with no number can't be cross-referenced to an order, invoice, or previous delivery. Always number your documents.

Creating professional delivery notes takes less than a minute with the right tool. Quotation Expert generates them from your existing quotations, with proper formatting, auto-numbering, and signature space — for free.