What is Delivery Note?
A delivery note (also called a packing slip or goods receipt) is a document that accompanies a shipment, confirming what goods were delivered and in what condition. Learn how freelancers and small businesses use delivery notes in their workflow.
What Is a Delivery Note?
A delivery note (also called a delivery receipt, goods receipt, or packing slip) is a document that accompanies a shipment of physical goods from the seller to the buyer. Its purpose is simple: confirm what was delivered, in what quantity, and in what condition. The recipient signs it to acknowledge receipt — creating a paper trail that protects both parties. Think of it as the physical-world equivalent of a signed delivery confirmation for an online order. Just as a courier might ask you to sign a tablet when a package arrives, a delivery note formalizes that hand-off for B2B transactions. A delivery note is not a request for payment — that's what the invoice is for. The delivery note's job is to document the physical transfer of goods. Invoices and delivery notes often travel together (especially for international shipments), but they serve completely different purposes.
When Freelancers Need Delivery Notes
Most freelance work is service-based — design, writing, development, consulting — and these don't involve physical goods, so delivery notes don't apply. But freelancers who sell physical products absolutely do: - Graphic designers shipping custom art prints or merchandise to clients - Product designers delivering prototypes or samples - Photographers sending printed albums or framed works - Illustrators shipping original artwork or limited-edition prints - Craftspeople and makers selling custom products online or to retail buyers - E-commerce sellers using freelance production help If there's a physical product changing hands, a delivery note should be part of the transaction.
What to Include on a Delivery Note
A professional delivery note should include: | Field | Description | |---|---| | Seller information | Your business name, address, contact | | Buyer information | Client's name, delivery address | | Delivery note number | A unique reference number (DN-2026-001) | | Order/Invoice reference | PO number or invoice number this delivery relates to | | Date of delivery | When the goods were dispatched | | Description of goods | Item name, SKU if applicable, quantity | | Condition | Notes on condition at time of delivery | | Recipient signature | Line for buyer or receiving agent to sign | | Recipient name & date | Printed name and date of acknowledgment |
Delivery Note vs. Invoice — What's the Difference?
| | Delivery Note | Invoice | |---|---|---| | Purpose | Confirms physical receipt of goods | Requests payment for goods/services | | When sent | With the shipment | Separately, after delivery (or before) | | Who needs it | Receiving department / warehouse | Accounts payable | | Payment trigger | No | Yes — triggers the payment process | | Signed by | Recipient of goods | Sender (seller) | | Legal function | Proof of delivery | Proof of amount owed |
Example: Freelance Illustrator Shipping Art Prints
Freelance illustrator Yuki creates a limited run of 50 art prints for a boutique hotel chain. She ships 50 prints in protective tubes to the hotel's interior designer's office. She includes a delivery note with the shipment: > Delivery Note DN-2026-014 > From: Yuki Tanaka Studio, 22 Oak St, Portland, OR 97201 > To: Crestwood Interiors (Attn: James Park), 445 Design Row, Austin, TX 78701 > Order Reference: INV-2026-042 > Items: Limited Edition Art Print — "Pacific Coast" — 50 units, 18×24", packed in protective tubes > Condition at dispatch: New, undamaged > Recipient signature: ______________________ Date: _____________ When the package arrives, James signs the delivery note and keeps a copy. The signed note confirms Yuki delivered exactly 50 prints in good condition — protection if the client later claims only 45 arrived or some were damaged in transit.
Delivery Note vs. Packing Slip
These terms are often used interchangeably, but there's a subtle difference: - A packing slip lists what items are inside the package — it's for the recipient's benefit so they know what to expect before opening - A delivery note is formally signed upon delivery — it's a legal acknowledgment of receipt Many documents serve both functions: a packing slip that's signed at delivery becomes a delivery note. The key element that makes it a delivery note is the signature line for the recipient.
How Delivery Notes Protect Freelancers
Without a signed delivery note, you're vulnerable to "non-delivery" disputes. A client claims they never received the shipment — do you have proof? Without a signed delivery note, you don't. With a signed delivery note, you have: 1. Proof of delivery — who received the goods, when, and where 2. Condition acknowledgment — the recipient confirmed goods arrived in stated condition 3. Quantity confirmation — the recipient confirmed the quantity delivered 4. Dispute resolution — strong evidence if the client falsely claims non-delivery or damage
International Shipping and Customs
For international shipments, the delivery note (sometimes called a delivery receipt or goods receipt note) takes on additional importance — it becomes part of the customs documentation package. When shipping internationally, your delivery note should include: - Country of origin of the goods - HS code (Harmonized System tariff classification) - Declared value for customs purposes - Incoterms defining who bears shipping responsibility - Weight and dimensions of the shipment Without proper documentation, international shipments can be held at customs, returned, or assessed incorrect duties.
The Bottom Line
If you're a freelancer selling physical goods — even occasionally — delivery notes are a simple, professional practice that protects your business. The cost is minimal (often a single page), and the protection they provide in dispute situations is substantial. Always include one with shipments, get it signed, and keep a copy for your records. Key Takeaways: 1. A delivery note confirms what goods were delivered, in what quantity, and condition 2. It's signed by the recipient — creating proof of delivery 3. It is NOT an invoice — it doesn't request payment 4. Freelancers shipping physical products need delivery notes to protect against non-delivery disputes 5. For international shipments, delivery notes are part of the customs documentation package Shipping products to clients? Start your free Eonebill trial to manage invoices, track deliveries, and keep your entire B2B transaction record in one place. Want to see how professional documentation ties together? Learn about commercial invoices for international shipments and how they pair with delivery notes. View Pricing → | Glossary Home → | Home →