What Is a Delivery Note? Logistics and Delivery Essentials

In a world where mix-ups are waiting to happen, delivery notes swoop in to save the day, one shipment at a time. With 356 billion packages shipped worldwide in 2023, these simple documents play a crucial role in keeping the global flow of goods on track.

A delivery note is a document that lists what’s inside a package to make sure everything arrives where it should. It’s a simple yet powerful tool in the shipping and logistics industry.

In this article, we’ll explore what delivery notes are, why they’re important, and how they’re used. We’ll also look at different types of delivery notes and the information they typically include.

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What Is a Delivery Note: Definition

A delivery note, also known as a shipping note, is a document that comes with a shipment of goods. It’s a detailed packing list that tells the receiver exactly what’s inside the package. It includes information such as what items are being sent, how many of them, and even the weight or size of the shipment.

Sometimes, a delivery note might need to be signed by the receiver and returned to the seller. This serves as proof of delivery and confirms that the package was received in good condition.

Delivery notes can be as simple or polished as you want them to be. You can write them by hand, use a delivery note form in software like Google Docs, or create a custom template featuring your company branding and logo.

While delivery notes might sound similar to other shipping documents, they’re not quite the same. Let’s break them down:

• Invoices: An invoice is all about money. It tells the customer how much they owe for the items.
• Order Confirmations: An order confirmation is sent right after a customer orders something to let them know the order went through.
• Delivery Notices: A delivery notice informs recipients about when to expect their package or when a delivery attempt was made. It focuses on the timing of the delivery.

A delivery note is different because it’s specifically concerned with outlining the items shipped.

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What Is a Delivery Note Used For?

These little notes have a big job to do in the world of shipping and receiving.

Delivery notes track what’s being sent from one place to another. When a package arrives, the person receiving it can check the delivery note against what’s actually in the box. This helps make sure nothing is missing and that the right items were shipped. It serves as a checklist for both the sender and the receiver.

But that’s not all. Delivery notes also help with record-keeping. Businesses use them to update their inventory and record what’s coming in and going out. They’re also handy for returns. If something needs to go back, the delivery note makes it easier to process and make sure everything is sent back. 

In essence, delivery notes keep the whole shipping process smooth and organized, reducing mistakes and making sure everyone’s on the same page about what’s being sent and received.

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Types of Delivery Notes

Since there are different types of packages, there are different types of delivery notes. Each type has its own special job to do. Let’s take a look at the main kinds you might come across:

Delivery of Goods

This is the most common type of delivery note. It’s used when you send products to a customer or another business. This type of delivery note lists all the items shipped and helps the receiver check that everything arrived safely. It’s like a detailed checklist for your package.

Sale of Goods

Sale of goods delivery notes are used when items are being sold and delivered at the same time. There are two main types:

Cash Sale

This type is used when the customer pays for the items right away. The delivery note shows what was bought and confirms that payment was made on the spot.

Credit Sale

When a customer buys something but will pay for it later, you’ll use a credit sale delivery note. This lists the items sold and shows that payment will be made in the future.

Return of Purchase

Sometimes things need to get back to where they were shipped from. That’s where return of purchase delivery notes enter the picture. These notes are for when a customer is sending items back to the seller. They list what’s being returned and often include the reason for the return. This helps you process the return quickly and accurately.

Internal Transfer

This type of delivery note is used within a company. When goods are moved from one department or location to another, an internal transfer delivery note keeps track of what’s going where. It’s like a subway map for items moving around inside a business.

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Items a Delivery Note Should Include

A good delivery note is like a detailed ID card for your shipment. It should give all the key details at a glance. Here’s what to include on a comprehensive delivery note:

• Seller’s Name and Contact Details. This section shows who sent the package. It usually includes your company name, address, and sometimes a phone number or email.
• Customer’s Name and Contact Details. This shows who’s supposed to receive the package. It makes sure the delivery ends up in the right hands.
• Date of Issue and Delivery. Include the date the note was created and when the package should arrive. It helps everyone stay on top of shipping times.
• Order Number. This is like a special code for your order. It helps link the delivery note to other documents like invoices and order forms.
• Delivery Method. This tells you how the package was sent. This could be by truck, air, sea, or even hand delivery.
• Description of Goods. List what’s in the package. It might include item names, sizes, colors, and other details to identify products.
• Quantity of Products. This shows how many of each item is included in the shipment, making it easy to verify that everything arrived as ordered. It can also contain the weight or size of the shipment or of each individual item.
• Packaging Details. Include information about how the items are packed, such as “5 boxes” or “1 pallet.”

Sample Delivery Note

Here’s an example of what a delivery note might look like and include.

SF Electronics

567 85th Avenue

San Francisco, CA 94102

Phone: 415-555-4567

Email: [email protected]

Recipient:

John Bauer

789 111th Street

New York, NY 11201

Order Number: 5A269EF30D3602A0D2F1

Date of Issue: July 8, 2024

Expected Delivery Date: July 9, 2024

Delivery Method: Overnight

Packaging Details: 1 Box (12” x 8” x 4”)

SKU	Item	Count
2KJ007	X5 Wireless Earbuds Black	1
5OK751	iPhone Case Red	1

5 Reasons to Use Delivery Notes

If you’re still wondering how important it really is to use delivery notes, let’s look at five key reasons why it’s a smart move:

• Adds a Personal Touch. You can personalize delivery notes by using your company logo and brand colors. It’s a great way to make your business stand out and look more professional.
• Goes Above and Beyond. Including a detailed delivery note shows customers you care about their experience. It’s like giving them a treasure map of their package contents.
• Improves Inventory Management. Delivery notes help you keep track of what’s coming in and going out of your business. This makes it easier to manage stock and know when to order more products.
• Keeps Customers in the Loop. Online stores can use delivery notes to tell customers exactly what’s in their package. This helps avoid confusion and makes the unboxing experience more enjoyable.
• Solves Problems Faster. If there’s ever an issue with an order, a delivery note makes it much easier to figure out what went wrong. It’s like having a detective on the case from the beginning.

By using delivery notes, businesses can make their shipping process smoother, keep customers happy, and stay organized. It’s a simple step that can make a major difference in how smoothly your company’s logistics and delivery run.

Stay On Brand, Look Professional

Your invoices and estimates should be just as personalized as your delivery notes.

Our estimate and invoice templates are fully brandable to your business. We never add our own watermarks, so your invoices always look professional and match your brand. Start with one of our clean, modern template designs, then simply add your logo.