Free Electrical Supplies Delivery Note Template & Generator
Electrical material arrives in units that do not match how it gets installed. Feeder conductor comes on a reel carrying a tag footage, devices come in boxes of a hundred, and a fused disconnect comes with a serial number the closeout binder will ask for. This delivery note records the catalog number, the footage or count actually signed for, the returnable reels left on site, and any substitution refused at the gate, all against the purchase order and release it was pulled from.
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| Description | Qty |
|---|---|
| Cable reels | 3 |
| Device cartons | 16 |
| Panelboard section | 1 |
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Use-case checklist
What to include in a electrical supplies delivery note
Wire is billed by the foot and proved by a paper tag. If receiving signs for 1,200 ft because that is what the order says, and the reel tag actually reads 1,185, the missing fifteen feet does not surface until a crew comes up short at the far end of a feeder pull, by which point the reel is empty and there is nothing left to measure. The paperwork side fails just as quietly: a truck received against the wrong release line leaves purchasing looking at a blanket order that reads complete while the second disconnect is still sitting at the supply house, and nobody chases it until the gear is wanted in the wall. And a substitution waved through at the gate stops being the supply house's decision the moment your foreman signs for it, which is how a device that fails submittal review becomes your cost to pull out.
- supplier, contractor, project, PO, and release
- catalog number, description, size, and unit
- ordered, delivered, accepted, and backordered quantities
- reel, serial, substitution, and damage notes
- carrier, delivery area, date, receiver, and signature
Example starting lines
| Description | Qty |
|---|---|
| Cable reels | 3 |
| Device cartons | 16 |
| Panelboard section | 1 |
Complete it cleanly
Use project, PO, release, item or catalog number, cable length or unit, serials, ordered and delivered quantities, backorders, damage, substitutions, carrier, location, and receiving signature.
How to make an electrical supplies 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 electrical distributors, contractors, and project 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 electrical supplies lines
Replace each sample line with the real work or goods. Make sure the document shows supplier, contractor, project, PO, and release, catalog number, description, size, and unit, ordered, delivered, accepted, and backordered 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
Use project, PO, release, item or catalog number, cable length or unit, serials, ordered and delivered quantities, backorders, damage, substitutions, carrier, location, and receiving signature. Preview is free; a PDF download costs $4.99, or is included with Unlimited.
Worked example
Release 4 on PO 3390: a reel tag 15 ft short, one disconnect of two
Penn Line Electric is taking feeder and branch material for the Fairground Medical Office Building from Ironwood Electrical Supply on May 12, 2026, release 4 against PO 3390. The delivery lands at the north lay down yard and the general foreman checks tags and cartons against the release before signing.
- Release 4 line 1, 350 kcmil THHN/THWN-2 copper, black, ordered 1,200 ft cut to length at $9.85 per ft
- $11,820.00
- Line 1 reel tag on reel R-4471 read and signed for, 1,185 ft
- $11,672.25
- Line 1 shortfall noted on both copies before signing, 15 ft
- $147.75
- Line 2, 1/2 in MC cable, 20 coils of 250 ft at $128.00 per coil, delivered complete
- $2,560.00
- Line 3, 400 A fused disconnect, catalog DS-400-3R, 2 ordered at $1,340.00, 1 delivered, serial IW-77213 recorded
- $1,340.00
- Line 3 balance backordered, 1 unit, supplier ship date May 26
- $1,340.00
- Line 4, 20 A specification grade receptacles, 100 at $3.85, sent as another manufacturer's catalog number and refused
- $385.00
- Material accepted and signed for on this delivery note
- $15,572.25
- Open against release 4 after this truck, 15 ft of feeder, 1 disconnect, 100 receptacles
- $1,872.75
- Returnable reel deposit logged separately from material, 1 reel at $85.00, credited on return
- $85.00
Reel footage and pulled footage stop agreeing after the first week, so record the tag reading on the day it lands. Log remaining footage when a partial reel moves between buildings, because that number is what tells you whether to reorder or go looking for it.
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
The reel tag reads less footage than we ordered. Do we sign for the tag or for the order?
Sign for the tag, and write the difference on both copies before the driver leaves. The tag is what the supplier's own reel carries, so it is the number you can point at; the release is only what you asked for. In the example the tag reads 1,185 ft against 1,200 ordered, so the note shows both figures and the 15 ft shortfall stays open on the line instead of quietly disappearing into the pull.
How do we track returnable reels and empty spools on the note?
Give them their own line, kept out of the material total, with the reel number and the deposit amount beside it. Deposits are only credited back when the empty reel goes home, and empties that sit in a lay down yard through a whole job are a recurring write off nobody notices. Listing reel R-4471 at $85.00 on the delivery note gives the yard a list to work from at demobilization.
The supply house sent a different manufacturer's device than the PO called for. Can receiving accept it?
Not on the foreman's own authority, unless your order already allows an equal on that line. Refuse it at the gate, keep the line open on the note, and route the substitution to whoever holds submittal authority on the project. Devices, gear, and fixtures that went through submittal are the ones to hold hardest, since an accepted substitute that later fails review commonly comes out at your cost rather than the supplier's, depending on what your own purchase terms say.
Our distributor ships against releases on a blanket PO. What should the note reference?
Both, with the release doing the work. Put the blanket purchase order number at the top and the release number with its line numbers on every material line, because the release is what the supply house picks from and the purchase order is what your accounting side reconciles to. In the example the note is release 4 against PO 3390, so the 15 ft shortfall and the missing disconnect stay attached to release 4 lines instead of floating against an order that runs for the length of the job.
Temporary power material came on the same truck as permanent material. Does it belong on the same note?
Split it onto its own note, or at minimum its own clearly marked block, because temporary lighting, spider boxes, and cord are general conditions cost while the feeder and gear are installed work. A blended note sends both to the same cost code and makes the job look like it is buying permanent material faster than it is installing it. The split also gives you a list of what is yours to pick back up, and temp gear that was never written down anywhere is the first thing to vanish when the job winds down.
More delivery note templates
Start with the closest business workflow and adjust the details.