Think of a very common situation: you place an order for your business and, a few days later, several boxes arrive. Everything seems to be in order, but you need to verify exactly what was delivered, when it was delivered, and to whom. That is where the delivery note comes into play.
You may have seen this document many times without knowing exactly what it is used for. It is also common to confuse it with an invoice or to assume it simply accompanies the package. In reality, it serves a very specific purpose: to provide a record of a delivery.
What Information Should a Delivery Note Include?
If you look for a delivery note template, you will see that there is no single format that all businesses are required to use. Each company can adapt it to its own needs and the type of products it delivers.
However, there are certain details that are usually included to make the document useful. For example, the details of both the sender and the recipient, the date, a delivery note reference or number, and a list of the products or units delivered.
It may also include a space for the recipient’s signature and an area for recording any observations related to the delivery.
In practice, a good delivery note should allow you to see at a glance what was delivered, who received it and when the delivery took place.
What Is a Delivery Note Used for in the Parcel Shipping and Receiving Process?
Its purpose becomes clearer with an example. Imagine you are expecting five products and, when you open the shipment, you find only four. Before trying to locate the missing item, you can check the documentation accompanying the delivery to confirm what was supposed to be included.
The delivery note serves precisely as a record of what was delivered. The sender can use it to document the goods dispatched, while the recipient can use it to verify that what was received matches what was ordered.
In addition, the delivery note forms part of a chain of processes that begins long before the package reaches the recipient. Good warehouse organisation, for example, helps ensure that each order is prepared correctly and that the associated documentation matches what actually leaves the warehouse.
Keeping information well organised is also useful when a delivery needs to be reviewed days or weeks later. In businesses that receive orders frequently, storing these documents makes it easier to locate information without having to reconstruct each operation from scratch.
Differences Between a Delivery Note, an Invoice and a Proof of Delivery
This is where most questions usually arise. All three documents may be related to the same purchase, but they serve different purposes.
The delivery note focuses on the delivery itself: which products have been delivered and, where applicable, who received them. The invoice relates to the financial transaction and records the amount to be paid, together with the relevant tax information.
A proof of delivery, meanwhile, may be used to confirm that a delivery has been completed. The name and specific content of this document can vary depending on each company's way of working.
Put simply: the delivery note documents the delivery, while the invoice documents the financial transaction.
Who Should Sign the Delivery Note and Why Is It Important?
When a delivery note requires a signature, it is usually signed by the person receiving the order. In a business environment, this may be an employee responsible for receiving goods.
The signature serves as confirmation that the shipment has been received. However, signing does not mean overlooking any issues. If, upon receiving the order, you notice visible damage or detect discrepancies, it is advisable to record them in the observations section and report them according to the established procedure.
This small detail can be important later if clarification is needed regarding what happened during a delivery. Well-organised logistics management should take into account both what happens to the parcel during transport and the information the recipient needs when it is finally delivered.
What Happens If There Is No Delivery Note or It Has Been Completed Incorrectly?
A delivery note containing incomplete information can become a problem when you need to review a shipment. If it is unclear what was sent, who was supposed to receive it or which order it corresponds to, finding that information later becomes much more difficult.
The same applies if the quantities listed do not match what was actually delivered. In that case, it is advisable to review the shipment before accepting it as complete and report any discrepancies.
On the other hand, documentation is only one part of effective logistics management. For an eCommerce business, orders pass through several stages before reaching the customer: warehouse preparation, transportation and delivery. Ensuring that all these stages are properly coordinated not only streamlines operations but also helps provide a smoother customer experience. For this reason, when choosing a logistics partner for an eCommerce business , it is worth considering how their service integrates with the rest of the operation.
Order preparation also plays an important role in this process. Before a package leaves the warehouse, it is necessary to verify that it contains the correct products and that they have been properly prepared. Warehouse order fulfilment and preparation is, in fact, one of the key steps that can help prevent errors before a shipment enters the transport network.
It is precisely at this connection between preparation, transportation and delivery that GLS Spain comes into the picture. The company’s role goes beyond moving parcels from one place to another. It also focuses on the recipient experience and on facilitating shipment management and tracking.
In summary, if you are wondering what a delivery note is, it can be understood as the document used to provide proof of a delivery and the products included in it. It does not replace an invoice, nor does it always have to follow the same format, but it can become an extremely useful reference for managing orders and resolving any questions that may arise later.