Free Plumbing Supplies Delivery Note Template & Generator
A jobsite plumbing delivery mixes commodity stock with special order material, and one note has to carry both. Copper tube is counted in lengths and fittings in boxes, a water heater is written down by model and serial because that number follows the unit for its whole warranty life, and a trim kit in the wrong finish is refused at the gate against a return authorization. Ordered, delivered, and backordered quantities stay on the contractor's own PO line numbers.
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| Description | Qty |
|---|---|
| Copper pipe bundles | 8 |
| Valve and fitting cartons | 12 |
| Water-heater unit | 1 |
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Use-case checklist
What to include in a plumbing supplies delivery note
Plumbing material sits on a jobsite for weeks before anyone opens the carton, which is why the count taken at the gate is the only count that is easy to win. A trim kit that lands in brushed nickel when the PO said chrome goes back on the same truck if receiving catches it, and turns into an argument about restocking and a second freight charge once the plumbers are already trimming out. The serial number works the same way: a water heater installed with no serial recorded against a delivery date leaves you reconstructing the warranty start from memory the year it fails. And a backorder nobody wrote down is what strands a rough in crew, because the riser stops short weeks after the driver has gone.
- supplier, contractor, project, PO, and order
- part number, size, material, model, and description
- ordered, delivered, and backordered quantities
- serial, damage, and return notes
- delivery location, driver, date, receiver, and signature
Example starting lines
| Description | Qty |
|---|---|
| Copper pipe bundles | 8 |
| Valve and fitting cartons | 12 |
| Water-heater unit | 1 |
Complete it cleanly
Reference project, PO, supplier order, model or part number, size and material, quantity, serial for equipment, backorders, damage, delivery location, receiver, and return authorization for wrong parts.
How to make a plumbing 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 plumbing suppliers, contractors, and jobsite receivers. 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 plumbing supplies lines
Replace each sample line with the real work or goods. Make sure the document shows supplier, contractor, project, PO, and order, part number, size, material, model, and description, ordered, delivered, 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
Reference project, PO, supplier order, model or part number, size and material, quantity, serial for equipment, backorders, damage, delivery location, receiver, and return authorization for wrong parts. Preview is free; a PDF download costs $4.99, or is included with Unlimited.
Worked example
PO 5512: 48 of 60 lengths counted, one trim kit refused at the gate
Calder Mechanical is roughing in bathrooms at Westlake Flats Building 2 and takes a counter truck from Ridgeway Plumbing Supply on March 4, 2026 against PO 5512, supplier order SO-88431. The foreman counts the load at the trailer before signing, and two lines do not match the order.
- PO 5512 line 1, 3/4 in Type L copper tube, 20 ft hard lengths, ordered 60 at $38.40 each
- $2,304.00
- Line 1 counted off the truck and signed for, 48 lengths
- $1,843.20
- Line 1 backordered, 12 lengths, supplier ship date March 11 written on the note
- $460.80
- Line 2, 1/2 in wrought copper 90 degree elbows, 4 boxes of 100 at $62.00, delivered complete
- $248.00
- Line 3, 50 gal gas water heater, model GX50-NG, serial 2608-A41739 copied onto the note, 1 each
- $1,145.00
- Line 4, pressure balance valve trim kits, 6 at $88.00, arrived brushed nickel against chrome on the PO
- $528.00
- Line 4 refused at the gate and loaded back on the truck, return authorization RA-7742
- -$528.00
- Accepted on this delivery note and signed by the Calder foreman
- $3,236.20
- Still open on PO 5512 after this truck, 12 lengths plus 6 chrome trim kits
- $988.80
The field left blank most often is the return authorization. A refused item with no RA number written on both copies leaves the driver carrying material nobody has agreed to take back, and it comes around again on your statement as delivered and billable a month later.
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
A fixture arrived in the wrong finish. How do I record that on the delivery note?
Keep the line on the note rather than crossing it out, and add three things beside it: what was ordered, what actually arrived, and the return authorization number the supplier issues before the driver leaves. In the example the chrome trim kits stay on PO line 4 showing brushed nickel received and RA-7742 against them, so the line reads as open rather than filled. Both copies get the same wording, and the driver initials it.
Where do serial numbers belong on a plumbing delivery note?
On the line for the equipment itself, next to the model number, not in a footnote at the bottom. Water heaters, pumps, backflow preventers, and boilers each carry a serial that the manufacturer will ask for later, and the delivery note is usually the first dated document tying that serial to your job. Copy it off the rating plate rather than the carton label, since cartons get swapped between units in a stacked delivery.
The truck dropped material at the gate with nobody there to count it. What should the note say?
Have the driver mark it as an unattended drop, with the date and time, and leave the received quantities blank until someone from your crew counts it. Then record the count as a separate dated entry on the same note and note any discrepancy against what the driver listed. An unattended drop signed as received in full is the weakest possible position if a pallet of fixtures turns out to be short or walks off overnight.
Should backordered fittings go on the same note as the material that was delivered?
Yes, on the same PO line, with ordered, delivered, and backordered quantities all visible and a promised ship date on the balance. That is what keeps the next delivery matched to the original order instead of arriving as a mystery box. It also gives your purchasing side one document to chase: in the example, line 1 shows 60 ordered, 48 delivered, 12 to follow on March 11, so nobody reorders the twelve by mistake.
A plumber picked the fittings up at the counter instead of taking a delivery. Does a will call still need a note?
Yes, and it is the one people skip. Will call material leaves the supply house against the same PO line as a delivered load, so write the note with the name of whoever collected it, the truck or van it went into, and the date and time, then have the counterman initial the copy that goes back into the job file. Material that walks out on a will call with nothing but a counter ticket is invisible to the job until the invoice lands, and by then the only person who can say what was in the bed of the truck is the plumber who drove it.
More delivery note templates
Start with the closest business workflow and adjust the details.