Free Floral Delivery Note Template & Generator
Event flowers are delivered once, hours before guests arrive, so the delivery note has to settle the handoff on the spot. This one carries the event date and order number, the venue and load-in door, the delivery window, each arrangement by description and count, any variety substituted at market that morning, rental vessels signed out with a return date, who placed what, and the name of the person at the venue who accepted the load.
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| Description | Qty |
|---|---|
| Centerpiece arrangements | 18 |
| Ceremony arrangements | 6 |
| Rental vessels | 24 |
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Use-case checklist
What to include in a floral delivery delivery note
Complaints about flowers arrive after the event, when the arrangements have been cleared and nothing can be re-examined. A client who sees photographs on Monday and thinks the centerpieces looked thinner than the proposal has no way to check, and neither do you, unless someone at the venue signed for fourteen compotes at two o'clock and the substituted variety was initialed on the same page. The second exposure is the glassware. Compotes, arch frames, and votives are yours, they sit on tables guests will clear, and a vessel count taken at delivery is the only number you can measure the Monday pickup against. Without it, missing pieces become a conversation about whether they were ever delivered.
- florist, customer, event, order, and venue
- arrangement, stem, vessel, and quantity
- substitution, condition, and placement notes
- rental items and return expectations
- delivery window, driver, recipient, and signature
Example starting lines
| Description | Qty |
|---|---|
| Centerpiece arrangements | 18 |
| Ceremony arrangements | 6 |
| Rental vessels | 24 |
Complete it cleanly
Use event or order reference, venue and room, arrangement or product descriptions, quantities, substitutions, condition, rental vessels, setup responsibility, delivery window, recipient, and signature.
How to make a floral 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 florists, event designers, and floral wholesalers. 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 floral delivery lines
Replace each sample line with the real work or goods. Make sure the document shows florist, customer, event, order, and venue, arrangement, stem, vessel, and quantity, substitution, condition, and placement notes.
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 event or order reference, venue and room, arrangement or product descriptions, quantities, substitutions, condition, rental vessels, setup responsibility, delivery window, recipient, and signature. Preview is free; a PDF download costs $4.99, or is included with Unlimited.
Worked example
A Saturday wedding delivered to two addresses, with a market substitution
Fennwick and Vine is delivering the Delacroix wedding to Stonebrook Barn on Saturday, October 10, 2026. Personal flowers go to the hotel suite at 11:20 a.m., the barn load-in runs from 1:00 to 2:00 p.m., and the ceremony starts at 4:30.
- Order FV-2261, Stonebrook Barn, load-in door B, window 1:00 to 2:00 p.m., ceremony 4:30 p.m.
- Delivery note FV-2261-D
- Ceremony arch spray, installed on the venue arch by the crew, 1 at $1,150.00
- $1,150.00
- Guest table centerpieces in footed compotes, placed on 14 rounds, 14 at $135.00
- $1,890.00
- Bud vase trios for the head table and bar, 12 sets at $42.00
- $504.00
- Personal flowers, 1 bridal and 4 bridesmaid bouquets plus 6 boutonnieres, signed for at the hotel suite 11:20 a.m. by the planner
- $845.00
- Substitution: garden roses unavailable at market, replaced stem for stem with the variety named on the note, initialed by the planner, no price change
- $0.00
- Rental vessels signed out: 14 footed compotes at $18.00 and 1 arch frame at $175.00
- $427.00
- Delivery and on-site setup, 3 designers at 2.5 hrs, $55.00 per hour
- $412.50
- Order FV-2261 contract total
- $5,228.50
- Less the deposit paid at booking, balance collected before the crew left the barn
- -$2,614.25, balance $2,614.25
The signature that matters is a named person with authority, not whoever opens the door. A banquet server signing for fourteen compotes will not be there Monday, and the venue will say the vessels were never its responsibility. Write the name, the role, and the time.
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 market was out of the roses in the proposal. How do I document a substitution on delivery day?
Name both varieties on the line, keep the stem count and the price visible, and get the client or planner to initial it at the venue rather than agreeing to it by text at 6 a.m. If your proposal already carries a substitution clause, reference it on the note so the initials confirm what was agreed rather than renegotiating it. A swap that is signed for in daylight, next to the arrangement, is very hard to reopen on Monday.
The arch spray gets moved behind the head table after the ceremony. Who does that, and where is it written?
List the pieces that are meant to be repurposed on the note, say who is moving them and roughly when, and say what shape they are expected to be in when they land at the reception. If your crew is coming back at 5:15 to flip the arch, that is a second visit with its own labor, and the note is where the venue learns it is not their job. If venue staff are doing it, write the instruction plainly, including which mechanics can be lifted and which cannot, because a spray carried by the blooms arrives as a pile of stems.
How do I actually get the compotes and the arch frame back?
Put the rental count on the delivery note as a separate block, with the quantity out, the return date and time, and the replacement price per piece if a vessel does not come back. Fourteen compotes at $18.00 rental with a replacement value printed next to them changes how a venue treats them. Tell the venue in writing who is collecting and when, because compotes left on cleared tables end up in a dish pit.
This order delivers to a hotel suite and a barn. Is that one delivery note or two?
Use one note if one person, usually the planner, accepts both drops, and print each address with its own line items, time, and signature block. Use two notes when the recipients differ, which is common when the bridal party takes personal flowers and the venue takes the installation. The test is simple: every signature needs its own list of what was accepted at that address at that hour.
We arrived inside our window and the rounds were not set, so the centerpieces could not be placed. How is that recorded?
Split the line into what was placed and what was staged, and say exactly where the staged pieces were left, in the cooler off the kitchen or on the service table by door B. Name the person at the venue who took over final placement and print the time of the handoff. Fourteen compotes staged and accepted by a named coordinator is a completed delivery. Fourteen compotes left on a service table with nobody told about them is how a client ends up hearing that half the room had no flowers.
More delivery note templates
Start with the closest business workflow and adjust the details.