Protecting Your Business with Packing Slips
Imagine shipping out twenty expensive laptops to a corporate client. A week later, they call and say "We only received nineteen." If you didn't include a packing slip template for them to sign upon receipt, you have no way to prove you actually sent twenty.
A delivery note is primarily for the person physically receiving the goods. When they open the box, they use the note as a checklist. They cross off each item, sign the bottom of the document, and send a copy back to you. This is called "Proof of Delivery" and it is essential for resolving shipping disputes.
How to Fill Out a Delivery Note
Unlike an invoice, a delivery note strips away the financial data and focuses purely on logistics. Here is how to use the generator effectively:
- Omit the Prices. The person working the loading dock doesn't need to know how much the order cost. Leave prices out. Only list the item description and the exact quantity shipped.
- Reference the PO Number. In the order reference field, include the client's purchase order number. This allows their warehouse to link the physical delivery back to the original order.
- Print Two Copies. Put one copy inside the box for the client to keep. Have the delivery driver hand the second copy to the recipient to sign and return to you.
Next Steps in the Fulfillment Process
Once you have a signed delivery note confirming the goods were received in perfect condition, you can confidently bill the client. Transition the itemized list (this time adding the prices) into our standard invoice generator and email it to their accounting department.
If the shipment crosses international borders, a simple delivery note won't cut it for customs officials. You will need a fully itemized commercial invoice that declares the financial value and origin of the goods being shipped.
Finally, if the client receives the order and realizes they ordered the wrong items, they may return them. When you process that return, you will need to issue a credit note to balance out the invoice you originally sent them.
Frequently Asked Questions
What is a delivery note?
A delivery note (also known as a packing slip) is a document that accompanies a shipment of goods. It lists exactly what is inside the package but usually omits prices. It requires a signature upon receipt to prove that the items were delivered successfully.
How is a delivery note different from an invoice?
A delivery note only lists the physical items and quantities being shipped; it is used by the receiving department to verify the contents of the box. An invoice lists items, prices, and payment terms; it is used by the accounting department to process payment.
How do I create a delivery note?
Fill in the sender and recipient addresses, input the exact quantities of the items being shipped, and leave space at the bottom for the recipient to sign and date. Print the generated PDF and slip it inside your shipping box.
Should I include prices on a packing slip?
Typically, no. The person opening the box in the warehouse does not need to know the financial details of the transaction. You should only list the item descriptions and quantities.
Is this generator completely free?
Yes. You can generate, preview, and download as many packing slip PDFs as you need without signing up or paying any fees.