A delivery note serves as an important document for the smooth functioning of the business. It helps to establish a clear line of communication between the buyer and the seller. For this, the buyer must sign and accept the delivery of goods.
In this blog, we will discuss some key aspects of the delivery note and its significance!
What Is a Delivery Note?
A delivery note is a document that contains details of the shipment. It includes details like the date of shipment, name, and address of the receiver and the sender, along with a description of the items and the quantity.
These ensure that the correct items are delivered to the destination. Moreover, the complete details of the product further ensure that all the content of the shipment is delivered to the end user. In this way, the delivery note plays a significant role in facilitating the seamless movement of goods. Thus ensuring that businesses can operate efficiently and effectively.
What Is the Purpose of a Delivery Note?
The primary purpose of using a delivery note is that it serves as a record of all the contents of the shipment. In addition to ensuring that the correct items are delivered to the recipient, it serves other purposes:
- Provides the detail of shipment: It includes information like the date of shipment, name, and address of the receiver and sender, along with the shipment description.
- Resolving the dispute: With delivery notes, it becomes easier to resolve the discrepancies in case a dispute arises regarding the shipment process. Since the delivery note has accurate information about the shipment, it can be used to track the shipment's progress.
- Proof of delivery: A delivery note acts as proof of delivery of goods. Since the receiver signs or acknowledges the receipt of the shipment, it serves as proof in case any discrepancy arises.
- Streamlines processes: With the help of accurate records mentioned on the delivery note, it becomes easier to streamline the invoicing process.
Thus, a delivery note plays a crucial role in facilitating the movement of goods and also helps in branding.
Types of Delivery Note
Depending on business needs, one can find the right delivery note. Some of the common types are:
- Standard Delivery Note: It is one of the most common types of delivery notes. It includes information like the date of the shipment, the names and addresses of the sender and recipient, and a description of the items in the shipment.
- Packing Slip: It provides information about the content of a package like the quantity and description of items. It may not have information about the sender or receiver.
- Commercial Invoice: It is used in the case of international shipments. It includes important information like the shipment's value, the sender's and recipient's names and addresses, and any applicable taxes or duties.
- Return Note: A return note is used if a customer needs to return a particular shipment. It has details like the reason for the return, the date of the original shipment, the quantity, and the description of the returned items.
- Delivery Confirmation Note: It confirms that the recipient has received the product. It includes the signature or acknowledgment from the recipient.
What Should a Delivery Note Include?
Listed below is the information that is usually included in a delivery note.
- Date of Shipment: It is the date of dispatch of the shipment.
- Sender's Information: It includes the details of the sender like the name, address, and contact information of the sender.
- Recipient's Information: The delivery note should have the receiver's name, address, and contact information.
- Description of Items: The description of items is crucial in any delivery note. It has the details of items being shipped, including the quantity, weight, and other important information, such as serial numbers or stock-keeping unit (SKU) codes.
- Delivery Instructions: Some delivery notes also include special instructions like care to be taken while shipping, or whom to contact upon arrival.
- Order or Reference Number: If required, the delivery note must have an order or reference number corresponding to the shipment.
- Signature or Acknowledgement of Receipt: The delivery note should include a space for the recipient to sign or acknowledge the receipt of the shipment.
Functions of Delivery Note
From the above discussion, you now know about the different types of delivery notes. In this segment, we are going to throw light on the importance of delivery notes:
- Record-keeping: A delivery note serves as a record of the contents of a shipment. Thus, helping to ensure accurate delivery of the shipment.
- Information Sharing: A delivery note provides important information about the shipment, such as the date, the names and addresses of the sender and recipient, and a description of the shipped items. This information is important for both the sender and the recipient to have.
- Dispute Resolution: If there is a dispute or discrepancy during the shipping process, a delivery note acts as evidence to resolve the issue. Moreover, it has a clear record of the items in the shipment, which can help to identify any mistakes or missing items.
- Tracking: The delivery note can track the shipment's progress and ensure it reaches its destination on time.
- Proof of Delivery: It acts as proof of delivery. Since the receiver signs this document, it acts as a legal document.
- Invoicing: The delivery note can help in streamlining the invoicing process by providing an accurate record of the shipment and receipt of the goods.
Delivery Note Example
There are several online formats available. Depending on the business requirements, you can pick the delivery note format that is the best fit. However, before finalizing the one, it must include the following:
- Name and address of the sender and receiver.
- Date of order, shipment, and expected delivery.
- Order number/name.
- Quantity of goods included in the shipment
Streamline Logistics with Professional Delivery Notes
Delivery notes are essential for the shipping and logistics process. They ensure the efficiency of shipments. You can create professional delivery notes and several other important documents like challan and goods received notes with TranZact!
FAQs on Delivery Note
1. What is the difference between a delivery note and a packing slip?
A delivery note confirms the delivery of goods to a customer. It has details like the date of delivery, the name and address of the receiver, and other details of the items in the shipment. A packing slip has details of items included in the shipment, the date of shipment, the sender's name and address, the recipient's name and address, a description of the items included in the shipment, and the quantity.
2. Can a delivery note be served as a legal document?
Since a goods delivery note contains all the necessary information and meets the legal requirements for a particular transaction, it can be considered a legal document in some circumstances. But it depends on the specific situation and the legal requirements that apply.
