A delivery note (also referred to as ‘dispatch note’ or ‘goods receipt’) is a document that lists all the goods included in the delivery. The note accompanies the shipment and lists quantities, not values i.e. the price of the goods. A copy of the delivery note is returned to the seller as proof of delivery.
On the one hand, it gives customers an overview of the products they’ve ordered as it’s easy to compare the products you receive with the actual order. On the other hand, suppliers can confirm that everything was fine with the delivery after it’s been signed and sent back since it serves as proof that all goods were received and the recipient is satisfied.
What a delivery note should include
Although delivery notes are optional, each delivery note sent should still follow a set of requirements for information in order to ensure clear communication) to both the sender and the customer receiving the goods. This includes:
- The name and contact details of the seller
- Name and contact details of the customer
- Date of issue
- Date of delivery of the goods
- A description of the goods contained in the order
- The quantity of each type of goods Optional: signature and stamp of the customer confirming the delivery was received
It is also useful to be consistent with your company branding across all communication with customers. For example, ensuring that the logo you include on your invoices also appears on your delivery note and follows the same design/layout.
This makes a shipment more easily identifiable to your customer, as well as extends your company branding and your professional image.
What is the purpose of a delivery note?
As soon as a customer places an order, you should send the goods as soon as possible. If you create a delivery note to send along with the shipment, it has the following advantages: you can use the note as a checklist and, as mentioned above, it can also serve as proof of delivery. In addition, it’s an extra service that puts the customer’s mind at ease.
If you choose to create a delivery note yourself, you must ensure that the goods contained in the shipment are included on the note (the invoice can also be sent with the shipment, or at a later date).
You can also use the delivery note to communicate your corporate design: if you make it appealing, include your logo, and choose the design elements and colors wisely, you can strengthen your company’s recognition value.