A delivery note is a simple document that often accompanies shipments. The sender lists the delivered items and their quantities, giving both parties a clear idea of the package’s contents. Businesses issue this document, a dispatch, or goods received a note in paper or digital form. While not mandatory, delivery notes are a practical tool for any business that ships goods, improving communication and transparency during delivery.

Purpose of a Delivery Note

Delivery notes serve multiple purposes. Customers use them to verify that the shipment includes everything they ordered. If something is missing or damaged, the delivery note makes it easier to address the issue. For businesses, delivery notes act as a simple record, tracking outgoing shipments and helping with inventory management.

If the recipient signs or stamps the note, it doubles as proof of delivery. This confirmation ensures that the package reaches its intended destination, adding a layer of security and accountability for both parties.

What Should a Delivery Note Include?

Creating a delivery note isn’t complicated, but it does need to include key details to be useful. Here’s what should be on every delivery note:

• Seller Information: Include your business name, address, and contact details.
• Buyer Information: Add the recipient’s name, delivery address, and contact details.
• Order Details: List product descriptions, quantities, and, if applicable, item codes or SKUs.
• Dates: Include the issue date of the delivery note and the expected delivery date.
• Special Notes: Mention if any items are on backorder or out of stock.

Designing your delivery notes with consistent branding is also a good idea. Add your logo and stick to the same layout as your invoices. It keeps your communication professional and easily recognizable.

Delivery Notes vs. Invoices and Order Confirmations

Delivery notes, invoices, and order confirmations play a specific role in the buying process.

• Delivery Notes: Focus on the contents of the shipment. They don’t usually include prices.
• Invoices: Detail the financial transaction, listing item prices, taxes, and total costs.
• Order Confirmations: Acknowledge receipt of the customer’s order and outline expected delivery times.

Each document complements the others, creating a smooth flow of communication from order placement to delivery.

When and How to Use Delivery Notes

Delivery notes are handy for businesses that ship goods regularly. Whether you’re an e-commerce store, a manufacturer, or a distributor, including a delivery note with every shipment is a good habit.

Before sending the shipment, check all listed items and note any missing or back-ordered products. Once the customer receives the package, they can use the delivery note to confirm that everything arrived as expected. If something’s missing or damaged, the delivery note provides a quick reference for resolving the issue.

Always keep two copies of the delivery note—one for your records and one for the customer.

Methods for Issuing Delivery Notes

There are two main ways to issue delivery notes:

• Paper Notes: These are printed and sent with the shipment. You can use pre-designed delivery notepads or create templates using software like Word.
• Digital Notes: These can be emailed to the customer or generated through accounting tools like Xero or Sage. Digital notes are becoming more popular, especially for businesses that prefer paperless processes.

Whichever method you choose, ensure the note is easy to read and contains all the required details.

Branding and Personalization

A well-designed delivery note adds to your business’s professional image. Include your logo and ensure the layout matches your other documents, like invoices. This consistency makes your communication more polished and helps customers quickly recognize your brand.

You can even personalize delivery notes to include a thank-you message or promotional offers, strengthening customer relationships.

Retaining Delivery Notes

Delivery notes are temporary documents but still play an important role in record-keeping. Keep the delivery notes on file until you raise the invoice for the order. After that, attach the delivery note to the invoice and store it for at least six years. It ensures your records are complete and ready for audits if needed.

Benefits of Delivery Notes

Here’s why delivery notes are valuable for businesses and customers alike:

• Transparency: Both parties have a clear overview of the shipment’s contents.
• Issue Resolution: Missing or damaged items are easier to identify and address.
• Professionalism: Delivery notes enhance your business’s reputation for organization and efficiency.
• Record-Keeping: They are a simple way to track shipments and maintain accurate records.

Final Thoughts

Delivery notes may seem like a small detail, but they make a big difference in how smoothly your business runs. From helping customers verify shipments to keeping your records in order, they’re essential for any business that ships goods. Design clear, branded delivery notes and use them consistently to streamline operations and keep customers happy.

Start including delivery notes in your shipments today—a simple step that adds significant value.