A Guide to Delivery Note and How It Streamlines Deliveries

A delivery note is more than just a document; it’s essential for smooth business operations. It verifies that the correct items have been delivered and provides a record for both buyer and seller.

In Malaysia, customer service quality is crucial. A 2023 survey revealed that only 61% of Malaysian banking customers are satisfied with the service they receive. This highlights the importance of efficient processes, like accurate delivery notes, to enhance customer satisfaction.

Issuing a note of delivery correctly can prevent misunderstandings and protect both parties. This article explains what a delivery note is and provides an example to guide you. Keep reading to learn more.

What is a Delivery Note?

A delivery note is a document shared between a buyer and seller, detailing shipping information and serving as proof of order delivery. It plays a key role in avoiding disputes between both parties.

This document outlines the delivered items, including quantity, quality, and other delivery details. It also includes sections where both parties confirm receipt and approval of the listed items.

SCM software simplifies delivery report management and automates shipment tracking from start to finish, ensuring a smooth process. Knowing what a delivery note is helps highlight its importance in providing clear, documented proof of what was sent and received.

Types of Delivery Note

Here are the different types of delivery notes:

• Standard Delivery Note: A common type that includes shipping details, sender and recipient information, and a list of shipped products.
• Packing Slip: Lists the contents of a package, including quantity and item details, but may not include sender or receiver information. Industries like construction benefit from using construction inventory software to track materials and deliveries efficiently.
• Commercial Invoice: Used for international shipments, it provides details like shipment value, sender and recipient addresses, and applicable taxes or duties.
• Return Note: Issued when a customer returns a shipment, including the reason for return, initial shipping date, quantity, and item details.
• Delivery Confirmation: Confirms receipt of goods with the recipient’s signature and acknowledgment.

Contents of a Delivery Note

A delivery note usually provides details about the customer’s order. It lists the items being delivered and may also mention those that are unavailable, such as backordered products. Additionally, it typically includes the customer’s details, order number, and delivery form.

As a business owner, you have the flexibility to design your note. However, it’s recommended to include certain key details for clarity and accuracy:

• Date of Shipment: The date when the order was dispatched.
• Sender’s Details: Includes the sender’s name, address, and contact information.
• Recipient’s Details: Lists the recipient’s name, address, and contact details.
• Description of Goods: Provides an overview of the shipped items, including quantity, size, serial numbers, or SKU codes.
• Delivery Guidelines: May include special instructions, such as handling requirements or designated contacts for receiving the package.
• Order and Reference Number: If applicable, includes an order or reference number for tracking purposes.
• Signature or Confirmation of Receipt: A section for the recipient to sign or confirm package receipt.

Below is an example of a delivery note:

This delivery note contains all of the components that relay information for both parties, from the order date, dispatch date, shipping and invoice addresses, as well as the quantity and description of the products.

Importance of Delivery Note in Business

A delivery note helps businesses keep accurate records of shipments and avoid misunderstandings. Below are the key reasons why it plays an important role:

• Proof of Delivery: Confirms when goods or services were sent and received, helping businesses track transactions and resolve disputes if needed.
• Increased Accuracy and Efficiency: Reduces errors and speeds up distribution by providing clear details about delivered items.
• Aids in Inventory Tracking: Helps businesses update stock records, preventing overstocking or shortages that could lead to losses. Combined with inventory control, it ensures accurate tracking of received and dispatched goods.
• Provides Legal Protection: Acts as evidence in case of disputes or legal issues, supporting claims for losses or damages.

Delivery Note vs. Bill of Lading

A delivery note and a bill of lading are both used in shipping, but they have different purposes. A delivery note helps track what was sent, while a bill of lading is a legal document that confirms the shipment details.

Delivery Note

A delivery note comes with a shipment and lists the items inside. It helps the customer check if they received everything they ordered. Businesses also use it to keep track of what has been sent.

If something is missing, the recipient can tell the sender right away. This makes it easier to fix mistakes and update records. However, it’s not a legal document—it’s just a reference for what was shipped.

Bill of Lading

A bill of lading is a legal document that the carrier gives to the sender. It shows details like what’s being shipped, how much, and where it’s going. Unlike a delivery note, it must be signed by the sender, the carrier, and the receiver.

This document proves that the goods are in transit and helps protect against theft or shipping disputes. If anything goes wrong, the bill of lading can be used as proof of what was sent.

In short, a delivery note helps track shipments, while a bill of lading is an official document that confirms and protects the shipment.

How to Issue a Delivery Note

Creating a delivery note ensures clear communication between the sender and recipient. Here’s how you can issue one properly:

1. Gather Essential Information: Collect sender and recipient details, delivery note number, order number, and issue date.
2. List Delivered Items: Provide item descriptions, quantities, item codes, and prices if applicable.
3. Verify Accuracy: Double-check all details to prevent errors and ensure they match inventory records.
4. Add Signature Fields: Include spaces for both sender and recipient signatures as proof of delivery.
5. Attach to Shipment: Ensure the delivery note is included with the package for proper documentation and inventory tracking.

For a more efficient and accurate delivery process, having a well-optimized inventory management software is essential to track shipments and avoid discrepancies.

Generate Your Delivery Note Efficiently with HashMicro

Many businesses rely on spreadsheets or separate tools to manage delivery notes and inventory. While these systems work individually, they often fail to communicate with each other, causing disorganized records and mismatched data.

As a result, delivery notes may be stored in one file, inventory levels in another, and stock updates handled separately. When these records don’t sync, the team will struggle to track shipments, reconcile stock, and verify deliveries in real time.

HashMicro’s Inventory Management Software eliminates these challenges by centralizing delivery notes and inventory data in one integrated system. Instead of juggling multiple files, the warehouse team can get real-time stock updates and delivery tracking all in one place.

How does HashMicro help with managing inventory, so that the team can create delivery notes efficiently? Here are some of its advanced features:

• Receiving, Delivery Order, Internal Transfer Management – Logs each shipment, received stock, and internal transfer with date, quantity, and item details.
• Picking, Packing, Delivery Management – Assigns picking lists, tracks packed items, and generates delivery records linked to shipments.
• Integrated with Barcode, QR, and RFID – Captures product data through scanning, updates stock records, and verifies shipment details.
• Return Management Analysis – Records returned items with timestamps, reasons, and references to original delivery transactions.
• Inventory Movement Approval – Requires authorization for each stock movement, logging approver details and timestamps.
• Quality Control for Receipt, Delivery, Internal Transfer Operations – Inspects incoming and outgoing items, marking accepted or rejected goods in the system.

Conclusion

A delivery note records shipment details and confirms that the correct items were received. It helps businesses track deliveries, prevent disputes, and maintain accurate inventory records.

Managing delivery notes with separate tools can cause tracking issues and scattered records. HashMicro’s Inventory Management Software automates delivery note creation, updates inventory in real time, and eliminates manual errors.

With features like barcode scanning and automated stock tracking, HashMicro simplifies delivery management. Businesses can track shipments effortlessly and keep inventory organized—all in one system.

So, what are you waiting for? Try the free demo now!

Frequently Asked Questions on Delivery Slip

• Can a dispatch slip serve as a legal document?

  No, a dispatch slip is not a legal document; it only records delivered items but doesn’t confirm ownership.

• Is pricing information included in a shipment receipt?

  Typically, shipment receipts do not include pricing details; they only list the items and quantities delivered.

• What should I do if items listed on the goods receipt are missing upon receipt?

  If items are missing, immediately contact the supplier and use the goods receipt as a reference for the discrepancy.

• How does a consignment note differ from an invoice?

  A consignment note confirms the delivered goods without mentioning prices, while an invoice includes pricing and payment terms.