What Is a Delivery Note?

What is a delivery note?

A delivery note is a document supplied with a shipment of goods. It normally lists the products included in the delivery, the quantity of each item, the delivery date, and information identifying the supplier and customer.

The main purpose of a delivery note is to confirm what has been delivered. It allows the customer to compare the items received with the original order before accepting the delivery.

Delivery notes are commonly used by wholesalers, retailers, construction suppliers, manufacturers, tradespeople, equipment hire companies, and other businesses that deliver physical products.

What should a delivery note include?

A clear delivery note should contain enough information to identify the transaction and the goods being supplied.

The exact information included may depend on the business, but a professional delivery note will normally show:

• the supplier's business name and contact information
• the customer's name and delivery address
• a unique delivery note number
• the purchase order or order reference
• the delivery date
• a description of each item delivered
• the quantity of each item
• space for delivery comments
• space for the recipient's name or signature

Why businesses use delivery notes

Delivery notes help both the supplier and the customer maintain an accurate record of what was delivered. The customer can check the shipment immediately and report any missing, incorrect, or damaged items.

The supplier can also keep a copy of the delivery note as evidence that the goods were sent and received. This can be useful when answering customer questions, checking stock records, preparing invoices, or resolving disagreements about a delivery.

Delivery note vs invoice

A delivery note and an invoice may refer to the same order, but they perform different jobs.

A delivery note confirms which goods were delivered. An invoice requests payment for the goods or services supplied.

An invoice normally includes prices, taxes, payment terms, the payment due date, and the total balance owed. A delivery note may only show product descriptions and quantities so that the person receiving the order can check the shipment.

• A delivery note records delivered goods
• An invoice requests customer payment
• A delivery note may not show prices
• An invoice shows charges and the balance due
• A delivery note may be signed when goods arrive
• An invoice usually includes payment instructions

Does a delivery note need to show prices?

A delivery note does not always need to show item prices. Many businesses leave prices off the document because the person receiving the delivery may not be responsible for approving or paying the invoice.

Removing pricing information can also be useful when goods are delivered directly to a location, employee, warehouse, or customer contact who only needs to confirm what has arrived.

However, a business can include prices when they are useful for the customer or suitable for the transaction.

When should a delivery note be created?

A delivery note should normally be prepared before the goods leave the supplier. It can then be placed inside the package, attached to the shipment, or handed to the customer by the driver.

The document should match the goods actually being delivered. When an order is divided into several shipments, a separate delivery note can be created for each delivery so the customer can see which items have arrived and which remain outstanding.

Should customers sign delivery notes?

Businesses often ask the person receiving the goods to sign the delivery note. A signature can confirm that the shipment arrived, but it does not always confirm that every item was inspected in detail or accepted as undamaged.

Where possible, the recipient should check the number of packages and visible condition of the goods before signing. Any obvious missing or damaged items can be recorded in the delivery comments section.

What happens if delivered goods are missing or damaged?

If the customer notices missing, incorrect, or damaged goods, the issue should be recorded clearly and reported to the supplier as soon as possible.

The customer should identify the affected products, quantities, delivery note number, and order reference. Photos may also be useful when goods have arrived damaged.

The supplier can then investigate the issue and decide whether to replace the goods, complete the remaining delivery, correct the invoice, or provide a credit where appropriate.

How delivery notes connect to invoices

Delivery notes can help businesses prepare accurate invoices. The supplier can compare the completed delivery note with the original order and invoice the customer for the goods that were actually supplied.

Including the delivery note number or purchase order reference on the invoice also makes it easier for the customer to match the payment request to the correct delivery.

Consistent references across purchase orders, delivery notes, and invoices can reduce confusion and help invoices move through the customer's approval process more quickly.

How to organise delivery notes

Businesses should store delivery notes alongside the connected order and invoice. Digital copies can be named using the delivery note number, customer name, order reference, or invoice number.

A simple naming system helps staff locate documents when customers ask questions about a delivery.

• DN-2026-001-Delivery-Note.pdf
• PO-1045-Delivery-Note.pdf
• INV-2026-025-Delivery-Note.pdf

Create the related invoice

Once the goods have been delivered, the supplier can create an invoice showing the items supplied, quantities, prices, taxes, payment terms, and final amount due.

InvoiceAtlas allows businesses to create professional invoice PDFs directly from their browser without requiring an account. The completed invoice can include order references or delivery information so the customer can connect it to the correct transaction.