Delivery Note Template (Word, Excel, PDF)

How to create a delivery note?

1. Delivery Note Format in Word

MS Word remains one of the simplest tools for creating professional documents. Refrens offers ready-to-use delivery note templates in Word format tailored for businesses in KSA.

Steps to Create a Delivery Note in MS Word:

1. Download a preferred delivery note format in Word and open it in MS Word.
2. Add company logo, colors, font style, and date.
3. Enter business and client information, such as address and contact.
4. Add goods details: item names, quantity, description, and any dispatch reference.
5. Include delivery address and expected delivery date.
6. Save and download the final goods delivery note.
7. Convert it to PDF and share with your client or delivery personnel.

Pros:

• Easy to use and customize
• Document can be created in Arabic
• Can be accessed offline
• Suitable for any type of business

Cons:

• Manual entry and calculations
• No automatic data backups
• Not ideal for mobile use
• No backup is available if the file is lost or deleted

Who is it for?

Ideal for freelancers, service-based businesses, or local delivery services that need a basic dispatch note format for small-scale deliveries.

2. Delivery Note Template in Excel

Refrens provides well-structured delivery note template Excel files that support auto-calculations and are perfect for tracking deliveries.

Steps to Create a Delivery Note in Excel:

1. Select and download a delivery note template Excel format.
2. Customize the template with your logo, colors, and document number.
3. Fill in business and customer details.
4. Add product list, quantity, SKU, and remarks.
5. Input delivery schedule and dispatcher information.
6. Save, export to PDF, and share.

Pros:

• Supports auto-calculation and totals
• Well-structured for handling bulk data
• Great for recurring document formats

Cons:

• Not beginner-friendly
• Requires manual duplication for multiple clients
• No file recovery if deleted accidentally

Who is it for?

Best for small businesses, logistics teams, or inventory handlers that deliver goods in bulk and need an efficient good dispatch note system.

3. Delivery Note PDF Format

A delivery note template in PDF is professional and easy to share. Exporting from Word or Excel to PDF is widely used for its format consistency across devices.

Steps to Generate Delivery Note PDF:

1. Create the goods delivery note using Word or Excel.
2. Review and finalize details.
3. Export or print as PDF.
4. Share digitally or print for physical use.

Pros:

• Looks consistent across all devices
• Easy to share and print
• Most preferred for the official sharing of documents

Cons:

• Requires an additional tool (Word/Excel) to edit
• Cannot be changed after saving
• Doesn’t allow real-time tracking or changes

Who is it for?

Any business wanting to send clear and tamper-proof dispatch notes to clients or delivery staff.

4. Create Delivery Note Using Tools Like Refrens

Using an online tool like Refrens allows Saudi Arabian businesses to generate delivery note templates faster and more efficiently with automation and customization.

Steps to Create a Delivery Note in Refrens:

1. Select a pre-designed delivery note format.
2. Add business and receiver details.
3. List down the products being dispatched, with quantity, SKUs, and descriptions.
4. Mention dispatch dates and locations.
5. Add transporter details- vehicles, internal notes, and terms & conditions.
6. Include brand colors, logo, and digital signature.
7. Download the document or send it via email or WhatsApp directly.

Pros:

• Pre-filled templates to save time
• Add brand identity to your document
• Instant PDF download
• Multi-currency support
• Auto-save with cloud access
• Attach supporting documents easily
• Built-in sharing through Email & WhatsApp
• Track document status in real-time
• Mobile and desktop friendly
• Free to use with no complex setup

Cons:

Requires an internet connection, but connectivity is generally available everywhere

Who is it for?

Any business of any type, including exporters and service providers in KSA, can use Refrens to create VAT-ready proforma invoices. It’s ideal for sharing estimates, managing international clients, and converting to tax invoices instantly.

Delivery Note Format for Construction Businesses

For construction businesses, getting materials and equipment to the right place at the right time is important for keeping projects running smoothly. A delivery note is a helpful document to track shipments and confirm deliveries, ensuring everything is for both the business and the client.

Delivery Note Form for Construction Businesses:

Construction Businesses can tailor their delivery note template with the following key details:

• Order Number & Client Details: Include the order number, client name, project name, and contact information for quick reference.
• Material & Equipment Details: List all items being delivered, including descriptions, quantities, and any reference codes. You can also add special handling instructions if needed.
• Delivery Information: Include the delivery date and the address of the site where materials or equipment should be delivered.
• Delivery Signature: Leave space for the recipient's signature to confirm they received the items.

Delivery Note Format for Contractors

For contractors, the timely and accurate delivery of materials and equipment is essential for keeping projects on schedule. A delivery note ensures that the right materials reach the job site, helps avoid errors, and keeps both the contractor and supplier on the same page.

Delivery Note Form for Contractors:

Contractors can tailor their delivery note template with the following key details:

• Project Number: Assign a unique project number for every delivery, ensuring that materials are linked to the correct job site or client.
• Materials Delivered: List all the construction materials, tools, and equipment being delivered, with specific descriptions, quantities, and conditions.
• Delivery Date & Location: Specify the date and delivery location to ensure timely and accurate deliveries.
• Client Signature: A section for the client or recipient to sign off on the delivery confirms receipt and prevents future disputes.
• Additional Notes: Add special notes, such as handling instructions or delivery conditions, to ensure clarity.

Delivery Note Template for Retailers

For retailers, managing inventory and fulfilling orders quickly and efficiently is key to maintaining good customer relationships. A delivery note is an essential document that helps track product shipments and confirms to customers that their items are on the way. It also provides a clear record for both retailers and customers to avoid errors and ensure that deliveries are accurate.

Format of a Delivery Note for Retailers:

Retailers can use the following structure for their delivery notes:

• Order Number & Customer Details: Include the order number, customer name, and contact information for easy reference.
• Product Details: List all items included in the shipment, including SKU, product descriptions, and quantities. Adding pricing or discount information helps avoid confusion.
• Delivery Information: Include the expected delivery date and address for the customer’s reference.
• Delivery Signature: A space for the recipient's signature, confirming they’ve received the goods.

Delivery Note Templates for Wholesalers

Wholesalers deal with bulk shipments of goods, often distributing large quantities to retailers or other businesses. A delivery note in this case serves as a crucial document to track multiple items in a single shipment and ensure accurate deliveries. This document helps wholesalers confirm that their customers have received the correct products in the correct quantities.

Format of a Delivery Note for Wholesalers:

Wholesalers should include the following details in their delivery note template: Delivery Order Number & Customer Information: A unique delivery order number tied to the customer’s name, address, and contact details.

• Item Details & Quantities: A detailed list of products, including their SKU, description, and quantity. This ensures that the delivery is fully accounted for.
• Shipping & Handling Details: Include any shipping details, such as carrier information or dispatch method.
• Bulk Order Terms: If needed, include notes on bulk pricing or any special arrangements made with the customer.
• Receiver’s Signature: A space for the recipient to acknowledge receipt and confirm the accuracy of the order.

Delivery Note Template for Manufacturers

Manufacturers often deal with large batches of raw materials or finished goods. A delivery note is an important document in this case, ensuring that both parties—manufacturers and their customers—have a clear record of the items being shipped. This template can be tailored to match the specifications of each delivery and ensures that no items are missed during transit.

Format of a Delivery Note for Manufacturers:

Manufacturers can customize their delivery note template with these key sections:

• Product Information & Order Numbers: Include item descriptions, quantities, and any product codes. Mention the corresponding order numbers for clear tracking.
• Manufacturing Batch Number: For accurate tracing, include the batch number for each product.
• Delivery and Dispatch Details: Provide information about when and where the goods are being delivered, including expected arrival times.
• Packaging Information: Include packaging details like the number of boxes, pallets, or containers to prevent confusion.
• Receiver’s Confirmation: A section for the recipient to sign, confirming the number of items received and their condition.

Why Refrens' Delivery Note Templates are an Ideal Choice?

• Easy-to-use, customizable templates for businesses in Saudi Arabia.
• Cloud-based, allowing you to create and manage delivery notes from anywhere.
• Automated data entry and real-time document tracking for accuracy.
• Add business logos, colors, and digital signatures for professional branding.
• Multi-currency support, ideal for businesses dealing with international clients.
• Saves time and reduces errors compared to manual methods.

Common Mistakes to Avoid When Issuing Delivery Notes

• Failure to Update the Delivery Note in Case of Returns - When goods are returned, failing to update the delivery note can create mismatches in inventory and financial records. Ensure the delivery note is updated to reflect returns and exchanges accurately.
• Not Providing Real-Time Updates - Businesses that fail to provide real-time updates about the status of deliveries miss an opportunity for customer satisfaction. Tracking and sharing live delivery statuses with clients helps to build trust with the client.
• Ignoring Branding and Customization - Failing to brand your delivery notes with your company’s logo and custom details can make the document appear unprofessional. Always customize your delivery note to align with your brand’s image, including logos, colors, and fonts.
• Not Using Digital Delivery Notes - Relying on physical delivery notes can slow down your operations. Consider switching to digital delivery notes that can be shared instantly via email or WhatsApp, improving efficiency and reducing delays.
• Not Keeping a Record of Delivered Goods - Failing to maintain a record of all issued delivery notes can lead to difficulties during audits or when handling disputes. Keep digital or paper copies of all delivery notes for easy access later.

Is VAT Applicable on Delivery Notes in the Saudi Arabia?

VAT (Value Added Tax) is not directly applied to a delivery note itself, as a delivery note is primarily a document that confirms the delivery of goods or services. However, VAT may be applicable to the transaction that the delivery note represents.

Here's how it works:

• Transaction Documentation: The delivery note usually accompanies an invoice, which includes VAT. The VAT is applied to the sale of goods or services as per the tax regulations of the country.
• VAT on Goods Delivered: If the goods being delivered are taxable, the invoice (and not the delivery note) will show the applicable VAT on the total sale price.
• Record Keeping: The delivery note serves as proof that the goods have been delivered, while the invoice is the official document for VAT collection and payment.

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