Free Restaurant Supplies Delivery Note Template & Generator
A restaurant supply delivery note records an early morning drop the way the kitchen actually receives it: product and pack size, the lot code and date on the case where you would need to trace it, the temperature probed on arrival for chilled and frozen lines, and the quantity accepted after anything out of spec is turned away. It also tracks returnable racks, crates and cylinders moving in both directions, and it is signed by whoever was on the dock.
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| Description | Qty |
|---|---|
| Refrigerated product cases | 10 |
| Dry-goods cases | 14 |
| Returnable beverage kegs | 4 |
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Use-case checklist
What to include in a restaurant supplies delivery note
A kitchen receiving dock has about four minutes to make decisions that cannot be revisited. Milk probed at the back door and accepted anyway is yours: once it is in your walk-in you have no way to show it arrived warm, and the credit conversation with the distributor becomes a favor rather than a claim. Lot codes vanish even faster. Cases get broken down and flattened before the lunch push, so if you are ever asked to trace a product back, the delivery note is the only place that number still exists. Returnables are the slow leak. Bread racks and cylinders go out on a truck without a count, and the running balance drifts until a deposit reconciliation at the end of the year that nobody can reconstruct.
- supplier, restaurant, location, PO, and order
- product, pack, lot, and expiration when relevant
- delivered, accepted, rejected, and backordered quantities
- temperature, substitution, and condition notes
- containers, driver, delivery time, receiver, and signature
Example starting lines
| Description | Qty |
|---|---|
| Refrigerated product cases | 10 |
| Dry-goods cases | 14 |
| Returnable beverage kegs | 4 |
Complete it cleanly
Use PO and supplier order references, pack sizes, lot or expiration where useful, delivered and accepted quantities, temperature, substitutions, shortages, returnable containers, delivery time, and receiver.
How to make a restaurant 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 restaurants, food distributors, and kitchen receiving 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 restaurant supplies lines
Replace each sample line with the real work or goods. Make sure the document shows supplier, restaurant, location, PO, and order, product, pack, lot, and expiration when relevant, delivered, accepted, rejected, 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 PO and supplier order references, pack sizes, lot or expiration where useful, delivered and accepted quantities, temperature, substitutions, shortages, returnable containers, delivery time, and receiver. Preview is free; a PDF download costs $4.99, or is included with Unlimited.
Worked example
A 5:40 a.m. drop where one chilled line was turned away at the door
Bellamy Foodservice delivers PO K-2214 to The Copper Kettle, Unit 2, 1185 Halstead Avenue, at 5:40 a.m. on Aug 19, 2026 on route 2. The sous chef probes the chilled lines on the dock. The chicken checks in, the milk does not, and the clamshell line is two cases short.
- PO K-2214 against Bellamy order 77431, morning drop, five lines
- $1,569.40
- Boneless chicken thigh, 40 lb case at $86.40, lot L-2261-A, use-by Aug 25, probed at 37 F
- 6 cases / $518.40
- Whole milk, 4 x 1 gal case at $22.75, probed at 46 F, above the kitchen's own 41 F receiving standard, refused at the door
- 8 cases rejected / $0.00
- Russet potato, 50 lb sack at $27.50, dry storage
- 10 sacks / $275.00
- Fryer oil, 35 lb jug at $41.00
- 6 / $246.00
- 9 in. compostable clamshell, case of 200 at $58.00, two cases short, scheduled for the Aug 21 route
- 4 of 6 / $232.00
- Returnable containers: two bread racks dropped, three picked up, running balance now one rack out
- 3 returned
- Accepted value, the figure the supplier invoice should match
- $1,271.40
- Open on PO K-2214: milk re-delivery $182.00 plus two clamshell cases $116.00
- $298.00
- Received by sous chef D. Renwick at 5:40 a.m., driver route 2, temperatures logged on both copies
- Accepted with exceptions
Write the rejection on the driver's copy before the truck leaves, with the reading, the time and the quantity. A rejection phoned in at nine o'clock, after the load has been redelivered elsewhere, is a request for goodwill rather than a documented refusal at the point of receipt.
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 milk probed warm. How should a rejection at the door be recorded?
On the line itself, with four things: the reading you took, the standard you measured it against, the quantity refused, and the time. Eight cases at 46 F against the kitchen's 41 F receiving standard at 5:40 a.m. is a record; milk warm is not. Have the driver sign or initial that the cases went back on the truck, and keep the same figures on your copy. Receiving thresholds come from your own food-safety plan and your local health authority, so follow those.
Which lot codes and dates are worth writing on the delivery note?
The ones you could not recover later. Cases get broken down and the cardboard is flat in a baler before service, so anything you might need to trace back to a specific delivery, typically proteins, dairy and ready-to-eat items, is worth capturing at receipt with the use-by date beside it. Recording lot L-2261-A with a use-by of Aug 25 against six cases takes seconds and is the only link between that product and this drop once the boxes are gone.
How do we keep track of returnable racks, crates and cylinders?
Give them a block of their own showing three numbers: dropped on this delivery, picked up on this delivery, and the running balance still out with you. Two racks in, three racks out, one still here is something both the driver and the kitchen can check in ten seconds. Without a running figure, deposits drift for months and the reconciliation at the end becomes an argument nobody has records for, since neither side kept a count on the day.
The delivery lands at 5:40 a.m. before the manager arrives. Who should sign?
Whoever is on the dock and has been trained to probe and count, with their name and role printed next to the signature rather than an initial. Agree with your distributor which staff can accept and which decisions, such as refusing a chilled line, they are authorized to make on their own. What causes trouble is an unwitnessed drop left inside a back door, because nothing was probed, nothing was counted, and every line on the invoice is then unverifiable.
Proteins are ordered by the case but priced by the pound. Which number belongs on the note?
The chicken here is billed at a flat $86.40 a case, which is the simpler arrangement, but plenty of proteins move on catch weight and then a case count alone will not reconcile. Write the case count, the actual weight off the case labels, and the price per pound, because six cases at a nominal 40 lb rarely come to 240 lb exactly and the invoice gets built from the real figure. Weigh at receipt or not at all: nobody can weigh a case that was portioned three days ago, and a kitchen recording only case counts cannot tell an underweight drop from a supplier who rounds his own way.
More delivery note templates
Start with the closest business workflow and adjust the details.