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Free Delivery Note Generator
A delivery note is the document you send with a shipment to confirm exactly what goods were delivered and in what quantities. Use the free generator on this page to make a clean, professional delivery note in minutes. No account or signup is required, and you can download it as a PDF.
Document which goods were delivered. Send it with a shipment or handover.
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Delivery Note rules by jurisdiction
Each figure below is taken from the tax authority or statute that sets it, and links to the official page it came from so you can check it yourself.
How long businesses must keep invoices, receipts and supporting financial records, by jurisdiction
Tax-authority record retention rules for business books, invoices and supporting documents in the United States, United Kingdom, Canada, Australia and the European Union, as stated on the official pages fetched on 2026-09-15; it does not cover non-tax obligations (company law, employment law, industry regulators) or country-by-country EU implementations.
| Jurisdiction | Minimum retention period | What it applies to | Authority | Source |
|---|---|---|---|---|
| Jurisdiction United States (federal income tax) | Minimum retention period 3 years, extended to 6 years where unreported income exceeds 25% of gross income shown on the return; 7 years for a worthless securities or bad debt claim; indefinitely if no return is filed or a fraudulent return is filed | What it applies to Records supporting an income tax return, under the period of limitations for that return | Authority IRS — How long should I keep records? | Source Internal Revenue ServiceHow long should I keep records? (Small Business/Self-Employed) · Page Last Reviewed or Updated: 30-Jun-2026 |
| Jurisdiction United States (employment taxes) | Minimum retention period At least 4 years | What it applies to Employment tax records, measured after the date the tax becomes due or is paid, whichever is later | Authority IRS — How long should I keep records? | Source Internal Revenue ServiceHow long should I keep records? (Small Business/Self-Employed) · Page Last Reviewed or Updated: 30-Jun-2026 |
| Jurisdiction United Kingdom — self-employed / sole trader | Minimum retention period At least 5 years after the 31 January submission deadline of the relevant tax year | What it applies to Business records supporting a Self Assessment tax return | Authority HMRC / GOV.UK — Business records if you're self-employed: How long to keep your records | Source HM Revenue & Customs (GOV.UK)Business records if you're self-employed: How long to keep your records |
| Jurisdiction United Kingdom — limited company | Minimum retention period 6 years from the end of the last company financial year they relate to, or longer in stated cases | What it applies to Company accounting records, including invoices, receipts, contracts, bank statements and records needed for annual accounts and the Company Tax Return | Authority HMRC / GOV.UK — Running a limited company: Company and accounting records | Source HM Revenue & Customs / Companies House (GOV.UK)Running a limited company: your responsibilities — Company and accounting records |
| Jurisdiction Canada | Minimum retention period 6 years from the end of the last tax year they relate to | What it applies to All required business records and supporting documents (books and records), unless the CRA gives written permission to destroy them earlier | Authority CRA — Where to keep your records, for how long and how to request the permission to destroy them early | Source Canada Revenue AgencyWhere to keep your records, for how long and how to request the permission to destroy them early · Date modified: 2026-08-03 |
| Jurisdiction Australia | Minimum retention period 5 years for most business records | What it applies to Most business records kept for tax, super and registration obligations; the 5 years starts from when you got the records or completed the transactions or actions they relate to, whichever is later. Some records must be kept longer — for example company records and some employee records for 7 years | Authority business.gov.au (Australian Government) — Record keeping | Source Australian Taxation OfficeOverview of record-keeping rules for business (QC60718) — Five rules for record keeping · Last updated 18 June 2026 |
| Jurisdiction European Union (VAT) | Minimum retention period No EU-wide period — each Member State sets its own storage period | What it applies to Storage of copies of invoices issued and all invoices received by a taxable person, for supplies in that Member State's territory and invoices received by taxable persons established there | Authority Council Directive 2006/112/EC (VAT Directive), Articles 244 and 247(1) | Source EUR-Lex (Publications Office of the European Union)Council Directive 2006/112/EC of 28 November 2006 on the common system of value added tax, consolidated text 02006L0112 — EN — 01.01.2025, Title XI Chapter 4 Section 3 (Articles 244, 247) · Consolidated text as at 01.01.2025 (original directive of 28 November 2006, OJ L 347, 11.12.2006, p. 1) |
Figures confirmed against the linked official sources on . Thresholds and rates change, so check the source before relying on a figure for filing or a legal deadline. Invoity generates documents and does not provide tax, legal or accounting advice.
- Every value here was read on the official page listed, fetched on 2026-09-15. Pages are updated without notice; re-verify before relying on a figure for a filing.
- The IRS periods are periods of limitations tied to a specific return, not a flat 'keep invoices for N years' rule — which period applies depends on what was reported on that return, so a business may be under several of them at once.
- The UK figures are the HMRC tax record rules. Other UK obligations (for example Companies Act and VAT record rules) can run to different lengths and are not covered here.
- The ATO page itself warns that other regulators impose longer periods — it names ASIC's 7-year requirement for companies — and that several categories (depreciating assets, CGT assets, records reused in a later return) must be kept beyond 5 years.
- The EU row is deliberately not a number: the VAT Directive sets the obligation to store invoices but Article 247(1) leaves the length to each Member State, so national periods (commonly but not universally in the 5-10 year range) must be checked in that country's own law, not inferred from the Directive.
- This table covers tax record retention only. Company law, employment law, anti-money-laundering and sector regulators frequently require longer retention for the same documents.
- Nothing here is tax or legal advice for a specific business; retention duties can be extended by an open audit, appeal, late filing or litigation hold.
What Is a Delivery Note (Packing Slip)?
A delivery note, often called a packing slip, is the itemized list packed with a shipment so the receiver can confirm every product arrived exactly as ordered. It is a frontline defense against costly returns, which are a major drain on retailers. U.S. shoppers returned $743 billion in merchandise in 2023, equal to 14.5% of total retail sales, according to the National Retail Federation and Appriss Retail (2023). Online orders fare worse, with a 17.6% return rate versus 10% in stores, per the same NRF report. A clear, accurate packing slip helps catch errors before they trigger a return, which matters because receiving the wrong item accounts for about 23% of returns, according to ReadyCloud (2024).
What a delivery note is and when to use it
A delivery note is a document that accompanies a shipment and lists the goods being delivered, item by item, with quantities but no prices. It tells the recipient exactly what to expect in the box and gives both sides a record that the order was fulfilled. US freelancers, contractors and small businesses use delivery notes whenever physical goods change hands: shipping a product order, dropping off materials at a job site, or handing over equipment. The recipient signs or checks it against what actually arrived, so any shortage or damage is caught immediately. Because it carries no pricing, a delivery note is safe to share with warehouse staff, drivers, or anyone who handles the goods but should not see your billing details.
What to include on a delivery note
A complete delivery note has a clear header reading "Delivery Note" plus a unique delivery note number and the date. Add your business name, address and contact details as the sender, then the recipient's name and full shipping address. List each item delivered with a short description, a SKU or product code if you use one, and the quantity shipped. Reference the related purchase order or invoice number so the delivery can be matched to the original order. Leave space for the carrier or tracking number, the number of packages, and any handling notes. Finish with a signature and date line so the recipient can confirm receipt. You generally do not show unit prices, sales tax, or totals, though your EIN or Tax ID can appear in the sender block.
How it differs from an invoice or receipt
All three documents support a sale, but they do different jobs. A delivery note proves what physically arrived and focuses on items and quantities, deliberately leaving out prices, sales tax and totals. An invoice is a request for payment: it repeats the items but adds unit prices, any sales tax, and the total amount due in USD, plus payment terms and your Tax ID or EIN. A receipt confirms that payment has already been made and serves as the buyer's proof of purchase. In practice, the delivery note travels with the goods, the invoice follows to collect payment, and the receipt closes the transaction. Keeping them separate lets shipping and warehouse staff handle deliveries without ever seeing your pricing or billing information.
How to create a delivery note free on this page
You can build a delivery note here for free, with no signup and no software to install. Start by entering your business name, address and contact details, then add the recipient and their shipping address. Add a line for each item with a description, optional SKU or product code, and the quantity delivered. The generator assigns space for a delivery note number, date, and a reference to the related order or invoice. Add a carrier or tracking number and any handling notes if you need them. The live preview updates as you type, so you can check the layout before you finish. When the delivery note looks right, download it as a polished PDF to print and ship with the goods or email to your customer.
Frequently asked questions
What is a delivery note used for?
A delivery note travels with a shipment and lists the goods being delivered with their quantities. It lets the recipient check that everything in the order actually arrived and gives both parties a signed record of the delivery. Because it shows no prices, it is safe to share with drivers and warehouse staff who handle the goods.
Is a delivery note the same as an invoice?
No. A delivery note lists items and quantities only, with no prices, sales tax or totals, and confirms what was physically delivered. An invoice repeats those items but adds unit prices, any sales tax, and the total amount due in USD, plus payment terms. The delivery note ships with the goods; the invoice follows to request payment.
Do I need to include prices on a delivery note?
Usually no. A delivery note is meant to confirm what goods were delivered, so it focuses on item descriptions and quantities and leaves out unit prices, sales tax and totals. Keeping prices off the document means you can hand it to shipping or warehouse staff without exposing your billing details. Pricing belongs on the separate invoice instead.
How do I make a delivery note for free?
Use the generator on this page. Enter your business details and the recipient's shipping address, then add a line for each item with its description and quantity. A live preview shows the finished layout as you type. When it looks right, download it as a PDF to print or email. There is no signup and no cost.
Should a delivery note be signed?
It is good practice. Including a signature and date line lets the recipient confirm in writing that the goods arrived as listed. A signed delivery note becomes your proof of delivery, which helps resolve disputes over missing or damaged items. Many businesses keep a signed copy and give the customer one for their own records.
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