Free Delivery Note Template

You don’t need special tools or templates to make a delivery note. With Refrens, you can create a complete delivery note online using just your phone or computer. Here's a step-by-step guide for you:

Step 1: Start with the delivery note header: Enter the delivery note number, issue date, and delivery date. Add your business logo to keep it professional. Refrens auto-generates the note number if you prefer. Also mention the invoice number for which you are making the delivery note. This helps you keep track and avoid confusion later. For example, if this delivery note is for Invoice No. 5, you’ll know exactly which items were sent for that invoice.

Step 2: Fill in your business details: Add your company name, full address, phone number, and email. This appears in the “Billed By” section of the delivery note format.

Step 3: Add recipient details: Include the customer’s business name, address, and contact information. You can save this data for future delivery notes.

Step 4: List the items delivered: Mention each item clearly. Add product names, descriptions, quantities, and units. You can include additional columns like batch number, weight, or packaging notes.

Step 5: Select the delivery purpose: Choose the reason for delivery from the dropdown - sales order, stock transfer, job work, or sample dispatch. This keeps your records organised and audit-ready.

Step 6: Add transport information: Enter the transport method, vehicle number, and driver name. These fields help track items in transit and ensure smooth handover.

Step 7: Mention terms and conditions: Add any standard terms, such as return timelines or delivery acceptance conditions. This ensures clear communication with your client.

Step 8: Include extra notes if needed: Use this section for handling instructions, delivery windows, or references like purchase order numbers. You can also attach related documents.

Step 9: Preview and generate the delivery note: Review all the fields. Once done, generate the delivery note as a PDF. You can print it or send it by email or WhatsApp in a single click.

Step 10: Save the delivery note template for reuse: Save your layout as a sample delivery note template. Next time, just edit item-level details, no need to rebuild the entire note.

When is a Delivery Note Required?

A delivery note is needed in various situations to track goods being transported. Here’s when you’ll need to issue one:

1. Sending Goods for Trial or Return: If you’re sending goods to someone with the option to return them, a delivery note is necessary. This usually happens when goods are sent for trial, inspection, or approval.

2. Sending Goods for Processing or Job Work: When goods are sent to another business for processing, like printing or assembly, a delivery note must be issued. For example, if you send materials to a printer for production, a delivery note is required.

3. Transferring Goods Within the Business: When goods are moved from one location to another within your own business, such as from one warehouse to another, a delivery note should be created to keep track of the movement.

4. When the Quantity is Not Known at the Time of Dispatch: If you don’t know the exact quantity of goods being sent, like with liquefied gas, a delivery note is needed. The quantity will be confirmed once the goods are delivered.

5. Transporting Artworks or Exhibits: A delivery note is required when sending valuable items like artworks to an exhibition or gallery. This helps track the items while they are in transit.

6. Shipping Goods Abroad for Events: If you’re sending goods abroad for a short-term event, such as an exhibition or promotional activity, a delivery note is necessary. These goods are not considered exports as they are returning after the event.

7. No Tax Invoice at the Time of Removal: When goods are removed from a location and a tax invoice cannot be issued immediately, a delivery note must be used in its place. This is often done when goods are moved in preparation for a future sale.

1. Manual Templates Slow You Down

Editing a delivery note template in Word or Excel takes time. You have to update dates, order numbers, item details, and customer information every time. It’s repetitive and leaves room for mistakes.

Delivery note software removes that burden. It stores your company and customer data, auto-fills fields, and ensures each note follows a consistent delivery note format. You spend less time editing more time delivering.

2. No Way to Track or Organise Past Notes

If you’re storing delivery note samples on your desktop, things will go missing. You’ll waste time searching folders or renaming files. With software, every delivery note is saved automatically, with a timestamp and note number. You can search by client, date, or item.

3. Inconsistent Formatting and Print Errors

Word and Excel templates often break. Fonts shift. Margins misalign. Tables overlap when you add extra rows. What you see on screen rarely looks the same when printed or shared.

Delivery note software generates notes with clean formatting always consistent and always professional. Your documents look sharp whether you print them, email them, or send them via WhatsApp.

4. Templates Can’t Adapt to Changing Needs

Most businesses need more than just product lists. You may need to include transporter details, vehicle numbers, warehouse codes, or job work instructions.

Software lets you customise the delivery note layout as needed. Add or remove fields, choose dropdowns, and create templates that match your exact workflow. You can save each layout as a sample delivery note template for future use.

5. No Real-Time Sharing or Confirmation

Static templates need to be downloaded, attached manually, and sent via email. You don’t know if your client received it or opened it.

With Refrens, you generate and share the delivery note instantly. You also get notified when it’s viewed. This helps avoid miscommunication and speeds up processing.

6. No Link Between Notes and Inventory or Sales

A delivery note isn’t just a document, it’s part of your order and stock flow. Templates work in isolation. Software connects everything.

When you use delivery note software, your product details, stock levels, and sales records are linked. You reduce double entry, avoid mismatches, and get a full view of item movement.