A delivery note is a document that accompanies a shipment of goods and provides a summary of what is included in the parcel. It’s usually sent by the seller or supplier and is either attached to the outside of the package or included inside. The delivery note is designed to help the recipient check the contents of the delivery against what was ordered. It serves as a physical record of what should be in the parcel, often without showing the prices.
What Information Does a Delivery Note Include
Most delivery notes list the items included in the package, the quantity of each product, and a short description. It may also include a reference number, the delivery address, and the order number for cross-checking. Unlike an invoice, a delivery note does not usually show the prices of the items. Its purpose is to confirm the physical goods being delivered, not the financial details of the transaction.
How Is a Delivery Note Used
When the recipient receives the parcel, the delivery note allows them to confirm that the right products and quantities have arrived. If something is missing or damaged, the recipient can refer to the delivery note when raising the issue with the sender. For business-to-business transactions, delivery notes are often signed by the recipient to confirm that the delivery was made as expected. This signed note may then be returned to the sender for their records.
Why Is a Delivery Note Important
A delivery note helps prevent disputes between the sender and the recipient by providing a clear list of what was sent. It makes the delivery process more transparent and efficient, especially for larger or multi-item orders. For businesses, delivery notes are also useful for stock management, as they provide a written record of incoming or outgoing goods. In some industries, they are part of formal audit trails.
Is a Delivery Note the Same as an Invoice
No, a delivery note is different from an invoice. While both documents relate to the same order, the invoice is focused on the financial transaction — it shows prices, payment terms and totals. The delivery note, on the other hand, focuses purely on the physical contents of the shipment. It acts as a checklist rather than a bill, and in most cases, it is not a legally binding document on its own.
What Happens If a Delivery Note Is Missing
If a delivery arrives without a delivery note, it can be harder for the recipient to confirm that everything has been received. This may slow down the checking and acceptance process. For personal deliveries, this isn’t usually a major issue, but for business deliveries, it can cause confusion or delays in processing stock or confirming receipt. If a delivery note is missing or incorrect, the recipient should contact the sender to request a copy or clarification.
Can You Use a Digital Delivery Note
Yes, many companies now provide digital delivery notes instead of paper copies. These may be emailed to the recipient or accessible through an online portal. Digital versions serve the same purpose as printed ones and are often easier to store, search and forward. For couriers, scanned delivery notes may also be used alongside proof of delivery to show what was sent and when it arrived.
Summary
A delivery note is a simple but important document that lists the contents of a delivery. It helps the recipient confirm what has been received, supports the resolution of any issues, and provides a useful reference for both personal and business deliveries. While it doesn’t include pricing, it plays a key role in ensuring orders are fulfilled accurately and efficiently.