Delivery note and packing slip

Record the goods leaving the plant and any receipt exceptions, without selling prices. This free packing slip template doubles as a delivery note: the US and UK names for the same document that travels with a shipment and tells the receiver exactly what should be inside.

What you can download

Available files: PDF. Each PDF includes the blank form first, a fictional completed example and instructions. The download is free; enter your email to receive a secure link valid for seven days. Product-news consent is optional.

The blank pack has two A4 sheets. The main sheet records the delivery note number and date, customer and order, ship-from and ship-to addresses with a contact, carrier and vehicle, and who prepared it. An items dispatched table lists each part and revision, lot, quantity ordered, quantity in this delivery, outstanding quantity and unit, followed by boxes for partial delivery and handling references and for receipt exceptions. The continuation sheet holds one row per package (package reference, part and lot, quantity and unit, net and gross mass, dimensions, seal or marks) and the delivery acknowledgement for the receiver’s name, date, time, exceptions and signature.

Packing slip vs delivery note vs invoice vs bill of lading

• Packing slip / delivery note. The shipper’s list of what is in the consignment, sent with the goods. No prices. The receiver checks it against what arrives and notes any shortage or damage.
• Packing list. A package-by-package breakdown with weights and dimensions, often needed for freight. The continuation sheet covers the basics; export shipments usually need a fuller commercial packing list.
• Invoice. The request for payment, with prices, tax and terms, usually sent separately. See the manufacturing invoice.
• Bill of lading. Issued by or for the carrier as a receipt for the goods and evidence of the contract of carriage. It is not produced from this form.

What a good packing slip includes

• One document number that appears on every sheet and package label.
• The customer order reference so the receiver can match the delivery to what they ordered.
• Part, revision and lot on each line, with one line per lot so traceability survives the trip.
• Ordered, shipped and outstanding quantities calculated at order-line level.
• Package detail: how many packages, what is in each, weights, dimensions and seal numbers.
• A receipt section for the receiver’s name, time, signature and any exceptions, with evidence references.

How to fill in the packing slip

1. Give the delivery a note number and date, and record the customer order, addresses, carrier and vehicle.
2. Add one line per part and lot. If one order line ships from two lots, show the ordered quantity once.
3. Calculate outstanding as ordered less prior shipments less this delivery, and note any prior shipments in the partial delivery box.
4. On the continuation sheet, list every package with its part, lot, quantity, mass, dimensions and seal.
5. Send a copy with the goods. At receipt, the receiver signs, records the time and notes any shortage or visible damage against the package reference.

Completed manufacturing example

An order for 240 brackets ships 140 from one lot and 60 from another, leaving 40 outstanding. Two package rows retain lot, quantity, mass and seal references. The receiver notes a dented package while its contents await inspection.

Calculate the outstanding balance at order-line level so a second lot does not duplicate the original ordered quantity. A receipt signature acknowledges delivery; it does not by itself establish product quality acceptance.

Delivery note DN-417 ships B42 brackets at revision C against sales order SO-417: lot L-260912 in package P01 (140 pieces, 28 kg net, 31 kg gross, seal 017) and lot L-260913 in package P02 (60 pieces, 12 kg net, 15 kg gross, seal 018), both 60 × 40 × 30 cm. The receiver signs the next morning, records a corner dent on P02 and attaches a photo reference, and the 200 pieces received wait for inspection.

Common packing slip mistakes

• Putting prices on it. Packing slips are read by warehouse staff and often travel on the outside of the box.
• Repeating the ordered quantity for each lot. Two lots against one 240-piece line do not make 480 ordered.
• Treating the signature as acceptance. The receiver confirms what arrived; inspection decides whether it is acceptable.
• Dropping lot numbers on the package rows. If the box is separated from the paperwork, the lot is lost.
• No exception evidence. “Damaged” with no package reference or photo is hard to resolve with the carrier.

When to use this template

Not an invoice, dangerous-goods declaration or export/customs document.

Continue with Manufacturing invoice, Credit note, Stocktake and cycle count.

For shared records, evidence and follow-up, explore Bulk production. Start a free trial to run it live, no card needed.