Delivery note template for South Africa: free, with an example
A delivery note is a document that travels with the goods and lists exactly what was delivered, so the customer can check it and sign for it. It is not an invoice and not a tax invoice. Copy the template below, get the customer's name and signature on delivery, and keep the signed copy: it is your proof that the goods arrived.
On this page: why it matters · delivery note vs invoice · what to include · copy-paste template · questions
Why a signed delivery note protects you
- Proof of delivery. A customer who says the goods never arrived is hard to argue with if you have no signature.
- It settles quantity disputes. "You sent 40, not 50" is answered by a line the customer signed for.
- It backs up your invoice. If an invoice is queried or goes unpaid, the signed note supports your claim. See recovering an unpaid invoice.
Delivery note vs invoice
| Delivery note | Tax invoice | |
|---|---|---|
| Purpose | Records what was delivered and who received it | Requests payment and lets a VAT-registered client claim input tax |
| Prices and VAT | Usually left off | Required, with the VAT charged |
| Signature | Yes, from the person who received the goods | No |
| Sent | With the goods | After supply, within SARS's 21-day limit |
A delivery note does not replace a tax invoice. Check the VAT invoice requirements for the invoice you send afterwards.
What a delivery note should include
| Field | What to write |
|---|---|
| Heading and number | "Delivery note" and a unique number in sequence (for example DN-0123) |
| Supplier | Your name, address and contact details |
| Customer and address | Who it is for, and the address where it was delivered |
| References | The customer's purchase order number and your invoice or quote number |
| Date and delivery details | Date delivered, and the driver or vehicle if relevant |
| Items | Description, quantity ordered, quantity delivered and any back-ordered balance |
| Condition | A line for damage or shortages noted on delivery |
| Received by | Name, signature and date of the person who accepted the goods |
Copy-paste delivery note template
DELIVERY NOTE [Your Business Name] [Your Address] [Your Phone] · [Your Email] Delivery note #: [DN-0001] Date delivered: [DD Month YYYY] Customer PO #: [PO number, if any] Invoice / quote #: [Number, if any] Deliver to: [Customer Name] [Delivery Address] Description Ordered Delivered Balance -------------------------------------------------------------- [Item] [0] [0] [0] [Item] [0] [0] [0] Condition on delivery / notes: [__________________________________________] Goods received in good order unless noted above. Received by (print name): [__________] Signature: [__________] Date: [DD/MM/YYYY] Driver / vehicle: [__________]
An example
A building supplier delivers 50 bags of cement and 6 lengths of steel to a site. The note lists 50 ordered and 50 delivered for the cement, and 6 ordered and 4 delivered for the steel, with a balance of 2 to follow. The site foreman signs, writing "2 steel to follow" in the notes. The invoice that follows bills only what was delivered.
Quotes and invoices without the typing
Zuvo drafts the quote and the invoice from a plain description and applies VAT. It does not create delivery notes, so use the template above for those.
Try Zuvo free for 14 days, no cardGeneral guidance, not legal advice. A delivery note is a commercial record and is not a tax invoice. For disputes over large amounts, speak to a lawyer.
Questions people ask
What is a delivery note?
A delivery note is a document that goes with the goods and lists what was delivered, so the customer can check it and sign for it. It is proof of delivery.
Is a delivery note the same as an invoice?
No. A delivery note records what was delivered and who received it, usually without prices. An invoice asks for payment, and a tax invoice carries the VAT details SARS requires.
Does a delivery note need to show prices?
Not necessarily. Many businesses leave prices off so the person receiving the goods only checks quantities, and show the prices on the invoice.
Should the customer sign a delivery note?
Yes. A signature, printed name and date from the person who accepted the goods is your proof of delivery if there is a dispute later.
How long should I keep delivery notes?
Keep them with your invoices. SARS says VAT vendors must keep records for 5 years, and signed delivery notes support those records.
Does Zuvo create delivery notes?
No. Zuvo drafts quotes and invoices. Use the template on this page for delivery notes.