Free Construction Materials Delivery Note Template & Generator
A jobsite delivery note records what actually came off the truck at the gate, tied to the contractor's PO and the project it belongs to. It carries the PO line numbers, delivered and backordered counts for every item, the truck or ticket number, the condition of anything refused, and the name of the person on site who signed. Prices usually stay on the office copy rather than the one the foreman keeps in his truck.
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| Description | Qty |
|---|---|
| Framing lumber bundles | 6 |
| Sheathing sheets | 120 |
| Hardware cartons | 14 |
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Use-case checklist
What to include in a construction materials delivery note
Material nobody documented at the gate is material you argue about later. A framing package forty studs short stops a crew mid-wall, and if the shortage was never written on the ticket the argument becomes whether it left your yard at all. On the contractor's side, a delivery with no signed count against the PO is exactly the line a project manager holds out of the progress billing, so a nine thousand dollar load ages in receivables while two offices email photographs. Refused material is worse. Two split LVL beams that go back on the truck with nothing written on either copy get invoiced anyway, and the credit gets chased three weeks later by someone who was not standing at the gate that morning.
- supplier, contractor, project, and ship-to
- PO, order, and delivery-note numbers
- item descriptions and delivered quantities
- backorders, shortages, and condition notes
- date, carrier, receiver, and signature
Example starting lines
| Description | Qty |
|---|---|
| Framing lumber bundles | 6 |
| Sheathing sheets | 120 |
| Hardware cartons | 14 |
Complete it cleanly
Reference the PO and project, list delivered and backordered quantities, record delivery date and time, truck or ticket, condition notes, and the receiving person. Keep prices off the delivery copy when not needed.
How to make a construction materials 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 material suppliers and contractors. 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 construction materials lines
Replace each sample line with the real work or goods. Make sure the document shows supplier, contractor, project, and ship-to, PO, order, and delivery-note numbers, item descriptions and delivered quantities.
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
Reference the PO and project, list delivered and backordered quantities, record delivery date and time, truck or ticket, condition notes, and the receiving person. Keep prices off the delivery copy when not needed. Preview is free; a PDF download costs $4.99, or is included with Unlimited.
Worked example
A framing release where two beams went back on the truck
Rill Creek Building Supply is releasing the Building C framing package on PO 4471 to Marrow Ridge Construction at Ashfield Townhomes, delivered by boom truck on the morning of April 14, 2026. One stud line is short at the yard, and the foreman turns away two laminated beams at the gate.
- PO 4471, Ashfield Townhomes Building C framing package, four lines
- $10,104.00
- Line 1, 2x6-16 ft SPF #2 stud at $14.85, ordered
- 240 pcs / $3,564.00
- Line 1 delivered on note DN-8820, balance scheduled for the April 21 release
- 200 pcs / $2,970.00
- Lines 2 to 4 delivered complete: 180 sheets 7/16 in. OSB at $21.40, 12 LVL 1-3/4 x 11-7/8 x 20 ft at $178.00, 6 boxes hurricane ties at $92.00
- $6,540.00
- Refused at the gate, two LVL with split and delaminated ends, written on the driver copy and the site copy
- 2 pcs / -$356.00
- Accepted and signed for by foreman D. Okonjo at 11:40 a.m., truck 12, yard ticket 55901
- $9,154.00
- Backordered on line 1 after this drop
- 40 pcs / $594.00
- Still open on PO 4471 (40 studs backordered plus 2 beams refused)
- $950.00
The figure that gets invoiced is the accepted total, $9,154.00, not the $9,510.00 that came off the truck. The usual mistake is letting the driver leave with a clean signature and phoning the two refused beams in afterward, which leaves yard, driver and contractor holding three different counts.
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
Should the copy the foreman signs show unit prices?
Most suppliers print a priced office copy and an unpriced site copy, and the split is worth keeping. The foreman is counting studs and sheets, not checking pricing, and a priced ticket circulating on an open jobsite tends to reach people the contractor would rather it did not. Keep the PO number, line numbers, descriptions and quantities identical on both so the office copy reconciles line for line against what was signed.
Nobody from the contractor was on site when the truck arrived. What should the driver do?
Do not leave a load unsigned and hope. Either have the driver wait for the foreman, or agree in advance with the contractor's office what an unattended drop looks like, which usually means photographs of the material where it was staged, the drop time and location written on the note, and the note left with a named contact by phone before the truck pulls out. Send the PDF to the contractor's office the same day. An unwitnessed drop with no photographs and no call is the one you cannot defend.
The crew found ten studs short two days after the delivery. Can that still be fixed?
It can be settled, but not with the delivery note, because the note says 200 were counted and signed for. Handle it as a separate claim: pull the yard ticket and the load photographs, check what the second release is supposed to carry, and if you decide to make it good, issue the ten studs on a new note referencing PO 4471 line 1 so the paper still adds up. What stops the next one is counting at the gate rather than at the wall.
How do we show material refused at the gate rather than short-shipped?
Keep them as separate lines with separate reasons, because they settle differently. Short-shipped means it never left the yard and stays open on the PO for a later release. Refused means it arrived, was inspected, and went back on the truck, so the note needs the quantity, the defect in plain words such as split and delaminated ends, and a signature acknowledging it was loaded back. In the example the 40 studs are a backorder and the 2 beams are a return, and neither one belongs on the invoice for this drop.
Where the load was staged on site keeps coming up weeks later. Does that belong on the note?
Yes, and in the words the site actually uses. Building C south lay-down area, not near the trailer. Write who directed the driver there too, because a boom operator placing a bundle where the foreman pointed is a different conversation from a driver picking his own spot. Staged material that later gets run over, rained on, or moved by another trade is argued about almost entirely on where it was put and who chose the place, and the delivery note is usually the only document written while anyone still remembers.
More delivery note templates
Start with the closest business workflow and adjust the details.