Have you ever had issues tracking delivered goods or documenting all shipments accurately? Delivery notes are a crucial tool for bridging communication between businesses and their customers, providing a detailed record of items sent and received.
The global last-mile delivery market is expected to hit $200 billion by 2027, driven by changing consumer habits and demand for speed. This highlights the need for efficient inventory management.
What if you could streamline this process, reduce errors, and improve customer satisfaction? HashMicro Inventory Management Software offers automated delivery note generation, ensuring accuracy and efficiency at every step.
In this article, we will explore delivery notes, their functions in business operations, and examples to help you implement them effectively.
What is a Delivery Note?
The delivery note is an important document that contains all the goods included in the shipment. It can also be referred to as a delivery note or receipt. This document is included with the shipment and lists the number of products included in the shipment, but does not include any prices, such as the price of goods. Then the seller will receive a copy of the invoice as proof of delivery.
This shipping document is very useful because the supplier can ensure that everything goes according to the delivery plan. After the signing and return, it will be an indicator of customer satisfaction, and they will receive the package.
Also Read: Logistics Definition | Challenges and Solution
Delivery Note vs Delivery Order: What's the Difference?
While both documents support the shipping process, a delivery note and a delivery order serve different purposes. A delivery note confirms what was delivered; a delivery order authorises the release or dispatch of goods before they move.
| Aspect | Delivery Note | Delivery Order |
|---|---|---|
| Definition | Confirms goods delivered to recipient | Authorises release or dispatch of goods |
| Issued by | Supplier or seller | Buyer, freight forwarder, or logistics operator |
| Timing | At point of delivery | Before goods are dispatched |
| Includes price? | No | May or may not |
| Signed by | Recipient | Issuing party |
| Retained by | Both sender and receiver | Warehouse or carrier |
Types of Delivery Note
Delivery notes can vary depending on the type of transaction. Whether goods are being shipped, sold, or returned to a supplier, the right type of delivery note helps document the movement of goods and keeps a clear record for everyone involved.
1. Delivery of goods
This document had the purpose to detail information on the goods in the list according to the order, using a special writing format to make buying and selling transactions. Usually required by institutions such as companies as archive documents.
2. Sale of goods
Divided into two:
- Credit sales
Sale and purchase transactions with a credit payment system will make this letter. The manufacture is based on a letter of order or order to be proof of the goods release chart. In particular, the value of the number of goods does not change and cannot be changed, because it is adjusted to the quantity that has been written in the order letter.
- Cash sales
Based on the name, we only make this letter to specifically record evidence of buying and selling transactions in which payment is in cash and is not dependent on sales order performance.
3. Purchase return
According to the purchase return transaction or the return of goods that the customer purchases, which purchase of goods they make in advance. The value of the number of goods that they have purchased is not changeable, because the quantity value in the purchase return already includes it.
Each type of delivery note plays a role in a broader last-mile delivery workflow, where accurate documentation ensures goods reach the right recipient without disputes or delays.
Delivery Note’s Function:
Documents ensure the legality of shipping large quantities in the good’s shipping process. Here are some of its functions;
1. As the official document of the shipping company
One of its functions is an official document to facilitate expeditions for the bureaucracy in certain areas, for example during checks carried out by security officers and the police.
2. Valid proof of delivery
In addition to functioning as an official document, it is also useful to document that the vendor and shipper ratify the transport of the goods to the truck and send it to the destination. “Effective documentation is the backbone of a successful logistics operation; it provides certainty and transparency in every transaction,” adds Milosz Krasinski.
3. Letter of statement
Delivery notes can give information or descriptions that we can find in detail and clarity on the goods to send. Contains detailed information on the goods sent by the shipper (the shipper). These details include the name of the item, the quantity of the item, and the price of the item.
Singapore GST and Record-Keeping Considerations for Delivery Notes
In Singapore, delivery notes form part of the supporting records that GST-registered businesses must keep under IRAS requirements. A delivery note is not a tax invoice and does not show GST amounts, but it helps verify the details recorded in the related sales order or tax invoice.
Under GST and IRAS record-keeping requirements, businesses must retain transaction records, including delivery notes, invoices, and purchase orders, for at least five years from the end of the financial year when the transaction took place.
For import and export activities, delivery notes also support customs documentation under the Customs Act (Cap. 70). They provide additional evidence of the goods’ quantity and description when declarations are submitted to Singapore Customs.
| Requirement | Detail |
|---|---|
| Retention period | Minimum 5 years from end of the relevant financial year |
| Format accepted | Paper or electronic — digital copies accepted if legible and tamper-evident |
| Link to tax invoice | DN number should be cross-referenced on the corresponding tax invoice |
| GST content required? | No — GST details belong on the tax invoice, not the delivery note |
| Customs compliance | Must align with TradeNet declarations under the Customs Act for import/export |
| Applicable authority | IRAS (tax), Singapore Customs (cross-border goods) |
Delivery Note Template
Although goods received notes are optional, they should still follow a certain structure, regardless of whether you use delivery note software or create your delivery note template with the word. There must be clear communication between both the sender and the receiver.
| Template Component | Description |
|---|---|
| Company / Sender Info | Business name, address, contact number, and logo |
| Delivery Note Number | Unique reference number for tracking and records |
| Date of Issue | Date the note was created and goods dispatched |
| Recipient Details | Customer name, delivery address, and contact info |
| PO / SO Reference | Links the delivery to the original order |
| Item Description | Name or SKU of each product delivered |
| Quantity | Units dispatched per line item |
| Unit of Measure | pcs, kg, cartons, litres, etc. |
| Remarks / Condition Notes | Handling instructions or notes on item condition |
| Sender Signature | Confirms goods were dispatched |
| Receiver Signature | Confirms goods were received |
Download Free PDF & Excel Template
Delivery Note Sample
Below is an example of a delivery note. Delivery notes have a similar format to invoices but will be titled ‘Delivery Note’. They have a unique number that will help you keep your documents in order.
So why isn’t it the same as an invoice? It’s different from an invoice because it records the delivery of a service or goods the buyer receives, instead of payment. Because it’s not a legal document, you must state the note just like the invoice when issuing the corresponding document.
| DELIVERY NOTE | |||
|---|---|---|---|
| Company | PT. Maju Bersama | DN No. | DN-2025-001 |
| Address | 123 Business Park, Singapore 018960 | Date | 01 October 2025 |
| Phone | +65 6123 4567 | SO No. | SO-2025-055 |
| Delivered To | ABC Retail Pte Ltd, 45 Orchard Road, Singapore 238873 | ||
| No. | Item Description | Unit | Qty Ordered | Qty Delivered | Remarks |
|---|---|---|---|---|---|
| 1 | Office Chair Model A | pcs | 10 | 10 | — |
| 2 | Standing Desk 120cm | pcs | 5 | 5 | — |
| 3 | Monitor Stand | pcs | 8 | 8 | — |
| Delivered by: Signature: ___________________ Name: ___________________ Date: ___________________ | Received by: Signature: ___________________ Name: ___________________ Date: ___________________ |
Conclusion
In essence, a delivery note is an official document that helps your business look professional. You can find the creation of this letter in the section on creating good logistics management and management for your business.
If you want to automatically create delivery notes with different formats, you may want to consider using the Best ERP software or transportation software.
HashMicro provides transportation management and ERP software for businesses in Singapore, including tools for delivery planning, documentation, and logistics workflows. The company creates a Transportation Management System to manage logistics by simplifying transportation and delivery processes, including travel documents, and enabling quick, accurate revenue analysis.
Through the CTC Grant, eligible businesses can receive up to 70% funding support to implement this solution, making digital transformation more accessible. Get a free demo now!
