Free Appliance Delivery Note Template & Generator
Appliances are tracked by serial number, not by description, so a delivery note for a three-piece kitchen has to say which physical unit landed at which address. This one records the sales order and delivery number, the arrival window and the time the crew was on site, each appliance by model and serial, the room it was placed in, whether it was leveled, connected, and test run, the old units hauled away, and any unit refused at the door with the reason.
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| Description | Qty |
|---|---|
| Refrigerator delivered and installed | 1 |
| Range delivered and connected | 1 |
| Old appliance hauled away | 2 |
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Use-case checklist
What to include in a appliance delivery delivery note
Three weeks after a kitchen package goes in, a customer calls about a scratch on the range, an ice maker that never made ice, and a dishwasher that was supposed to be part of the order. Without serials on the note, you cannot tell whether the range in her kitchen is the one your truck carried or the floor model swapped in on the reschedule, and a manufacturer handling a warranty claim will ask for that number before anything else. Without a line saying the ice maker ran for twenty minutes and produced ice before the crew left, a no-ice call is a second trip you eat. And a dishwasher refused at the door with the dent photographed is a clean reschedule; the same unit signed for and discovered dented later is a claim nobody wants to own.
- seller, customer, address, order, and delivery number
- appliance, model, serial, and quantity
- installation, connection, accessories, and testing
- haul-away, condition, damage, and exception notes
- delivery time, crew, recipient, and signature
Example starting lines
| Description | Qty |
|---|---|
| Refrigerator delivered and installed | 1 |
| Range delivered and connected | 1 |
| Old appliance hauled away | 2 |
Complete it cleanly
Use order, model, serial, quantity, delivery room, install and connection status, accessories, test result, old-unit removal, damage photos or exception, delivery crew, recipient, and signature.
How to make an appliance delivery delivery note in 6 steps
Open the delivery note generator
Start from this page so the delivery note opens with fields and sample lines already set up for appliance retailers, installers, and home-delivery teams. No account is needed to create or preview.
Enter both parties
Add your business name, address and contact details, then the customer name and address exactly as they should appear on the record.
Add the appliance delivery lines
Replace each sample line with the real work or goods. Make sure the document shows seller, customer, address, order, and delivery number, appliance, model, serial, and quantity, installation, connection, accessories, and testing.
Check the figures
Totals calculate as you type. Confirm quantities, rates, any tax line and the final total against your own records before you send anything.
Set the reference and dates
Give the delivery note a unique number and the correct date so it can be traced later and matched to related documents.
Review and download the PDF
Use order, model, serial, quantity, delivery room, install and connection status, accessories, test result, old-unit removal, damage photos or exception, delivery crew, recipient, and signature. Preview is free; a PDF download costs $4.99, or is included with Unlimited.
Worked example
Three-piece kitchen delivered, two installed, one refused at the door
Halstead Appliance delivers a three-piece kitchen package to Ms. Rivas at 2114 Cliffwood Lane on Thursday, September 10, 2026, against sales order SO-40912. The crew is on site from 10:05 to 11:40 a.m., installs two units, and takes one back.
- Sales order SO-40912, delivery note DN-7781, window 10:00 a.m. to 1:00 p.m., crew on site 10:05 to 11:40 a.m.
- 2 installers
- French door refrigerator, model FR-2694SS, serial KX7-4419826, placed in kitchen, leveled, water line connected at the existing shutoff, ice maker run 20 minutes and producing, accepted
- $2,199.00
- Slide-in electric range, model RG-3055SS, serial ND2-7710443, 240V cord installed, anti-tip bracket secured to the floor, one surface element and the bake element tested, accepted
- $1,449.00
- Dishwasher, model DW-1180SS, serial PT5-3308127, refused at the door for a 3 inch dent on the lower right door panel, photographed and reloaded, replacement booked for Sep 17
- $849.00 refused
- Install parts used: 6 ft braided ice maker line $28.00 and 4 ft 240V range cord $42.00
- $70.00
- Haul-away of the old refrigerator and range, 2 units at $35.00; the old dishwasher stays until the replacement arrives
- $70.00
- Delivery and installation fee for the units accepted today
- $199.00
- Subtotal accepted and installed on DN-7781
- $3,987.00
- Sales tax, shown here at an illustrative 6.75% on the merchandise and parts of $3,718.00; both the rate and which charges are taxable, delivery, installation, and haul-away included, differ by jurisdiction, so confirm yours with your own tax adviser
- $250.97
- Billed on this delivery; the refused dishwasher is held off the invoice until its replacement serial is recorded
- $4,237.97
The serial is the part crews skip when they are running behind, and it is the only field a warranty claim or a damage dispute needs. Write it off the unit's rating plate after it is in place, not off the carton, which can travel with a different machine.
When this document is the right choice
Use this delivery note to record which goods were delivered and accepted. A delivery note tracks items and quantities, normally without prices. The invoice handles payment; the signed delivery note supports quantity and condition checks.
Frequently asked questions
Where do model and serial numbers go, and what happens if the crew skips them?
Give every appliance its own line with model, serial, and the room it was placed in, captured off the rating plate once the unit is set. Skip them and you have no way to prove which machine went to which address, which is the first thing asked when a warranty claim is filed or when a customer reports damage weeks later. It also makes a swap from a second unit on the truck invisible in your own records.
The crew found a dripping shutoff and a scuffed floor before the refrigerator went in. Where does that go?
On the note, before anything is connected, and said out loud to the customer while it is written. Describe what was found and where, then what the crew did about it: connected at the existing valve as is and advised, or stopped and left the unit unconnected. Record the floor and trim condition in the same breath, because a scuff nobody wrote down at 10:05 a.m. becomes a delivery damage claim on Friday. If the repair calls for a licensed trade, say so on the line and say the crew did not attempt it, since what a delivery crew may do to plumbing, gas, or electrical is set by local rules and by your own company policy.
Our crew does not make gas or water connections on every job. How should the note show a unit delivered but not connected?
Add a connection status field to the appliance line and use it: delivered and set in place, connected and tested, or delivered not connected. Say who is expected to complete it and note that the unit was not run. Where local rules or your own company policy require a licensed trade for a gas or water hookup, that status line is what shows the crew stopped where it was supposed to, and it stops a customer from calling a cold range a delivery failure.
What does the word tested mean on an appliance delivery note?
Make it specific enough that a second person could repeat it. Ice maker run 20 minutes and producing is a test. Powered up is not. On a range, name the elements you fired. On a washer, name the cycle you ran and note that you checked the connections for leaks after it filled. Vague test language is why so many no-fault service calls in the first month get absorbed by the retailer rather than the manufacturer.
The refrigerator barely cleared the entry and we had to pull the door. What should the note say about access?
Record the measured opening and the unit's depth with the handles on, that the customer authorized removing the entry door or the appliance handles, and that both went back on before the crew left. If a unit does not fit at all, it leaves as undelivered for access with the measurement written down, not as a refusal for damage, because those two words send the paperwork in different directions and only one of them ends in a claim. The measurement is also what stops the same unit being loaded again next week for the same kitchen.
More delivery note templates
Start with the closest business workflow and adjust the details.