Free Landscaping Materials Delivery Note Template & Generator
A landscape delivery arrives in three different measuring systems at once. Mulch comes by the loose cubic yard off a truck body, stone comes by certified scale ticket weight, and plant material comes by species, caliper, and container size with a condition that has to be judged at the tailgate. This note keeps the bulk ticket number, the botanical name, the accepted and rejected counts, and any returnable pallets on the same page as the contractor's purchase order line numbers.
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| Description | Qty |
|---|---|
| Trees, 2-inch caliper | 8 |
| Shrubs, 5-gallon | 42 |
| Bulk mulch, cubic yards | 18 |
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Use-case checklist
What to include in a landscaping materials delivery note
Plant material is the only thing on the truck that can be perfect at the nursery and worthless by the time it is in the ground. A red maple with a broken leader or a cracked root ball is a refusal at the tailgate and a nursery problem; the same tree planted, staked, and watered for three weeks is your problem, and nursery guarantees commonly turn on the condition at delivery rather than the condition at inspection, though the terms that count are the ones written on your own supplier's order. Bulk material fails the other way: order eight tons of river stone, pay against a scale ticket that reads 7.62, and the difference is real money that disappears if nobody copies the ticket number onto the note. Get both wrong on a campus job and you are buying replacement trees out of margin while arguing about yardage nobody weighed.
- supplier, contractor, project, PO, and order
- species or product, size, grade, and unit
- ordered, delivered, accepted, and rejected quantities
- substitution, bulk-ticket, pallet, and condition notes
- delivery area, driver, date, receiver, and signature
Example starting lines
| Description | Qty |
|---|---|
| Trees, 2-inch caliper | 8 |
| Shrubs, 5-gallon | 42 |
| Bulk mulch, cubic yards | 18 |
Complete it cleanly
Reference project and PO, list botanical or product name, container or grade, ordered and delivered quantity, substitutions, rejected items, bulk ticket, pallets or deposits, delivery area, and receiver.
How to make a landscaping 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 nurseries, landscape suppliers, and installation crews. 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 landscaping materials lines
Replace each sample line with the real work or goods. Make sure the document shows supplier, contractor, project, PO, and order, species or product, size, grade, and unit, ordered, delivered, accepted, and rejected 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 project and PO, list botanical or product name, container or grade, ordered and delivered quantity, substitutions, rejected items, bulk ticket, pallets or deposits, delivery area, and receiver. Preview is free; a PDF download costs $4.99, or is included with Unlimited.
Worked example
PO 774 at Ashford Campus: two maples refused, stone billed off the scale ticket
Verdant Grade Landscapes is installing Phase 2 beds at Ashford Corporate Campus and takes a combined delivery from Stonebridge Nursery and Stone on April 9, 2026 against PO 774. Bulk goes to the staging pad at the north lot and plant material is checked tree by tree before the truck is released.
- PO 774 line 1, shredded hardwood mulch, 24 cu yd at $34.00 per yd, two body loads, bulk ticket BT-10442
- $816.00
- Line 2, 3/4 in washed river stone, 8 tons ordered at $58.00 per ton
- $464.00
- Line 2 billed off certified scale ticket ST-2288, 7.62 tons delivered
- $441.96
- Line 3, Acer rubrum October Glory, 2.5 in caliper balled and burlapped, 12 at $385.00
- $4,620.00
- Line 3 refused at the tailgate, 2 trees, one broken leader and one cracked root ball, photos taken
- $770.00
- Line 3 accepted and signed for, 10 trees
- $3,850.00
- Line 4, Panicum virgatum, 60 in 3 gal containers at $18.50, shipped as Heavy Metal against Shenandoah, accepted at the same price on the designer's written approval
- $1,110.00
- Line 5, 1 in poly irrigation tubing, 4 rolls of 500 ft at $84.00, delivered complete
- $336.00
- Accepted on this delivery note
- $6,553.96
- Returnable pallet deposits logged separately, 3 at $22.00, credited when the pallets go back
- $66.00
Write the refusal reason in plain words next to the count. Two trees refused tells a nursery nothing; broken central leader and cracked root ball, photographed, tells them which grower and which pull to look at, and decides whether the replacement ships this week or next season.
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 scale ticket weighed less than we ordered. Which number goes on the delivery note?
Put both on the line and bill off the ticket. Bulk aggregate is sold by weight at the scale, so the ticket is the evidence, and the ordered tonnage is only your intent. In the example the note shows 8 tons ordered and 7.62 tons on ticket ST-2288, so the accepted value is $441.96 rather than $464.00, and the crew leader knows before spreading begins that the bed will come up a little short.
A tree arrived with a broken leader. Do we refuse it at the truck or plant it and claim later?
Refuse it at the truck, count it on the note as rejected, and photograph it before the driver pulls away. Once a damaged tree is planted, the argument shifts to whether your crew handled or watered it properly. Read the replacement terms on your own nursery order rather than working from a general rule, since those are the terms that govern, and note the specific defect on the line instead of just the count. Ask for a replacement ship date while the driver is still on site.
The nursery substituted a different cultivar. How should that read on the note?
Spell out the botanical name and the cultivar in full on both halves of the line, because a cultivar swap is invisible in a common name and obvious in a fall color photograph two seasons later. In the example the note shows Shenandoah ordered and Heavy Metal delivered, accepted at the same price, with the designer's written approval and the date it was given recorded beside it. Accepting a substitution silently at the tailgate transfers the entire argument to your crew.
Two body loads of mulch and nobody weighed them. How do we verify loose cubic yards?
Record the truck, the rated body size, the number of loads, and the ticket number for each, then check the spread against the area it was supposed to cover before you take a second delivery. Loose volume is the one measurement on a landscape truck with no scale behind it, so treat the note as a record of what was claimed rather than proof of what arrived. In the example 24 cu yd lands as two body loads under bulk ticket BT-10442, so a light body shows up as a bed that runs out early against a number somebody can still trace.
The supplier blew the mulch into the beds instead of dumping it at the pad. Does that belong on the note?
Put the placement on its own line, apart from the material, with the yardage placed, the beds or zones it went into, and the name of whoever from your crew directed the hose. Blown or machine placed material is a service performed on your site, so it carries its own rate and its own argument if depth turns out wrong at walkthrough. Keeping it off the material line, which in the example is $816.00 of mulch, also means the job cost still shows what the mulch itself cost when you price the next phase.
More delivery note templates
Start with the closest business workflow and adjust the details.