Delivery Note Template Guide And FREE Download In Excel

Our simple free delivery note template is available to download at the end of this page.

In this article, we will look at the following:

What is a delivery note
Options to create a delivery note
What information to include
Delivery note example
Free PDF and Excel Download

Table of Contents

What is a Delivery Note?

A dispatch or delivery note is a document accompanying goods to the customer. While not legally required, these notes are invaluable for both the supplier and the customer, offering clarity and support in case of any disputes regarding the shipment.

It has a few purposes. The first is for packers to know what items must be included with the despatch. It also acts as a reference for customers to check that all the goods are correct.

It will show the supplier details, customer details, a list of all the goods in the consignment, date, purchase order number and any other information needed.

What is the difference Between a Delivery Note and an Invoice?

A delivery note provides a detailed list of items shipped to a customer, indicating the contents without mentioning their value. An invoice specifies the value of the goods and outlines any outstanding payments.

The complete process for orders on a credit basis is:

The buyer and seller agree on products and a price. A customer may issue a quotation or purchase order as confirmation
The seller ships goods to the customer and includes a delivery note
Invoice is issued
The customer makes the payment

When placing an order online or paying in advance, customers typically receive an order confirmation, an invoice is generated instantly, and a delivery note is prepared, ready for dispatching the items.

How to Create a Delivery Note?

There are several options for creating a delivery note; a large business might run a stock system that integrates delivery notes as part of the process.

For WordPress websites, there are plugins that you add, and they will generate a delivery note and invoice. The details will appear on the order in WordPress for printing a delivery note.

Some accounting software packages include delivery notes, such as QuickBooks and Xero . They will assist in everything from generating a delivery note to issuing an invoice and sending payment reminders.

On popular online marketplaces such as eBay, a dispatch note accompanies every order, providing crucial details about the shipment, including the contents of the package and the sender’s information, ensuring a transparent and informed buying experience for the customer.

Use a delivery note template in Microsoft Word, Excel or a PDF.

Do I need to Keep Delivery Notes?

Although not legally required, delivery notes play a crucial role in verifying quantities and guaranteeing the accurate dispatch of goods.

You have the complete paperwork to reference if there is a later query.

When you get a delivery note, it is good to check it against the order and perhaps keep it attached to the invoice for record keeping.

As a supplier, you might want to store them electronically or in paper format. The delivery note can also form part of the invoicing process.

What Information Should I Include on a Delivery Note?

As a delivery note is not a legal requirement, there are no rules on the information you must include.

Below are some suggestions to include in the delivery note:

Business logo
The company details include the supplier’s name, address, telephone number and email address.
Customer contact details including business name, contact name, address and phone number.
Purchase Order Number and date
Delivery note number and date
Description of the goods
Quantity of goods
If there are any goods to follow
Space for signature as proof of delivery, name of signature and date

Delivery Note Template Example

Above is an example of our simple Excel delivery note template.

In this delivery note, the customer has clear information from the supplier, including contact details, order reference, quantity despatch of 10, and 2 items to follow. There is space for the customer to sign on receipt of the goods.

Delivery Note Template Excel

One of the easiest ways to produce a delivery note template is to use a spreadsheet.

Our free template is designed in Microsoft Excel, ensuring compatibility with Google Sheets and various other free software applications.

There is also a download for a PDF delivery note to complete by hand.

Instructions for our Delivery Note Template

Use the free download link at the end of this page.

Open up the delivery note template and add your company details, including logo, address and contact details. Save the file, as this template will be used for all delivery notes.

If you ship to a regular customer, it is worth setting up a template for them; it will save typing in the details several times. Enter the customer details and save the template again.

Once you have the template, it is time to complete the details for each order. It includes:

Order reference or purchase order if provided.
Order Date
Delivery Method: it might be the post office, courier, collection or delivery by hand.
Delivery note number and date
Complete the details of the goods with an item number (if you use them), a complete description of goods, including colours and sizes, quantity, and if the item is complete (Y/N).
If there are any items to follow, it is worth listing them so it is clear to the customer that there are still supplies to follow.
Add any additional notes that might be needed, including any other delivery details for the driver.

Once it is all complete, the delivery note is ready for printing and picking the stock.

Delivery Note Template PDF

Our PDF version is a blank delivery note template. We have kept it very simple to complete by hand.

It is an alternative to purchasing a delivery notebook from a supplier.

Free Delivery Note Template Download in Excel and PDF

By downloading our free templates, you agree to our licence agreement, allowing you to use the templates for your own personal or business use only. You may not share, distribute, or resell the templates to anyone else in any way.