For most business transactions, the buyer will purchase something and expect the seller to deliver it to their chosen destination. it is essential to have evidence of the transaction both as a buyer or seller of deliverable goods and services like food, gifts, documents, equipment, etc. That is why both parties need a delivery receipt. The seller will send the bought goods to the buyer using full-time couriers or delivery service companies and ensure that payment is made using a delivery receipt. On the other hand, the buyer will sign this receipt as proof that they received their goods or service.
This receipt can be prepared using a delivery receipt template. The receipt can be delivered through the mail or in person by ensuring that the orders are properly documented before being dispatched for delivery.
What is a Delivery Receipt?
A delivery receipt is a document used as a payment confirmation and record of goods or services after they have been delivered to a specific customer. To confirm that payment was made, the buyer must sign the delivery receipt. The buyer will only sign the delivery receipt once they have received their purchase. Therefore, a delivery receipt is essential for both parties involved in a transaction.
What is the Purpose of a Delivery Receipt?
Shipping companies use a delivery receipt to deal with any complaints they might receive from their customers regarding their purchases. Buyers are expected to check their purchases before receiving them and signing the delivery receipt. The package must be complete in order for the receipt to be signed.
There are times that customers might sign the delivery receipt before checking the package due to the nature of delivery companies. With a delivery receipt, a customer can file a complaint about their package. For example, you might sign the receipt and collect your mail without confirming it. In the event that you find out that a document is missing, you can file a complaint because you have a delivery receipt for either a refund or a reshipment.
Also, a delivery receipt must be signed by authorized personnel, such as the purchaser or a procurement officer. This is because the seller usually keeps the delivery receipt as a financial record for reference. In case a buyer informs the seller that they are yet to receive their shipment, the seller can easily check their records to solve the situation. The problem could be either a late or incorrect delivery.
In other cases, the seller might also discover that the signature they have on the receipt template is not from an authorized person. If there is nothing wrong with the shipment, then the seller is safe from any complaints from the buyer.
Delivery Receipt Templates
It is best to use a delivery receipt template to make sure you include all the necessary information in your delivery receipt. With a template, you will prepare the receipt easier and faster. Additionally, you’ll be able to remember to include all pertinent information. You can access multiple delivery receipt templates here.
These templates are easy to use, customize, and download. They will assist you in creating complete and valid delivery receipts for business transactions. In addition, these templates will help provide sellers with financial transaction records and buyers with proof of delivered goods.
Uses of Delivery Receipt
The delivery receipt is essential for both buyers and sellers, as it is helpful in the following ways:
- The receipt facilitates the shipment of valuable goods across the world as proof that the intended person received the package.
- The delivery receipt template also acts as proof of transaction if an individual uses a delivery company to deliver a shipment to another part of the world.
- When delivering mail, it is used in a post office to acknowledge that the recipient received their mail.
- It is also used to avoid or resolve disputes if the delivery is time sensitive. The sender will have evidence that the package was delivered on time. For example, an attorney might need this delivery receipt to prove that they communicated with the recipient on time.
- It can be used in emails to provide evidence that the email is being delivered. Most emailing systems automatically generate the receipt to inform the sender that their email(s) has been delivered.
- A delivery receipt also offers a reference number when customer service sends an email. In addition, the receipt is meant to provide a time frame for the sender so that they are aware of when to expect or hear from the receiving party.
Delivery Receipt Vs. Invoice
There are various differences between an invoice and a delivery receipt, such as the fact that the invoice may be used to request payment from clients if the goods have not already been paid for. Also, invoices will list all items sent within each order and how much each item costs. Delivery receipts can be as simple as displaying the total value of the order.
Delivery receipts generally contain basic contents such as the address of the client, the name of the client, and the value of the order. However, some businesses will put more details on their receipts than others. The basic content remains similar, as without name, address, date, and the number of items delivered, it becomes harder to audit what happened with orders that went wrong or when clients argue that they did not receive all or part of their delivery. Some receipts may have more details, such as if goods were delivered to a different location or if anything was damaged in transit or rejected by the client.
What Information Must a Delivery Receipt Template Have?
Both buyers and sellers must be aware of what a delivery receipt entails because it is a crucial document. It is mainly created using a delivery receipt template.
There is specific information that must be found in the template, and those details are shown below:
The delivery receipt should include the sender’s details. The sender can either be a company or an individual. The sender’s information includes their name, complete address, and contact details like a phone number and email. It is also important to include a company logo to make the delivery receipt look more professional.
The name should be complete and legal for proper identification. The contact details are provided to make it easier for the customer to contact the seller. Apart from the logo, it is also essential to add a website, if any, to make the receipt look professional.
Date and time
The receipt template should also include the date and exact time of delivery. Aside from the date and time, the receipt number can also be included in that section. These details are important to both parties as tracking and following up on a particular delivery becomes easier.
Items to be delivered
There should be a detailed and proper description of the items that are being delivered. This includes the number of items, the type of item, the quantity, the price, and in some cases, even the weight of the good. Before signing the receipt, the recipient or customer must review this information to make sure everything is satisfactory.
Apart from the sender’s details, the delivery receipt should also contain the recipient’s information. This includes the recipient’s full legal name, address, and contact information. The recipient is usually the customer, the person who received and signed the package. However, it might not always be the customer but someone authorized by the customer to receive the shipment.
A summary of the payment details, including the payment method, delivery fees, and the total sum the recipient of the goods is required to pay, must also be included in the delivery receipt. The payment method can include cash, credit, check, or any other form agreed upon. In addition, the correct checkbox on the receipt must be marked.
It is important to always specify the payment method in the blank space provided. It is also necessary to include the credit card or check number in the space provided for credit or check. The column with the delivery charges should also include the tax rates and the total tax to be paid for the goods and delivery service. The total amount owed must be mentioned in the last section.
For the benefit of the client, any additional information regarding the payment information must be provided in a comment section below the payment information.
Both the courier and the recipient must have their names on the delivery receipt. There is a line “Received by” that should be filled with the name of the person who picked up the package. After that, the person picking up the package should include their signature in the blank space provided. The delivery person also signs to indicate the person who delivered the package.
A delivery receipt is essential for businesses and their customers. Therefore, it is created in two copies, one for the seller and one for the buyer. In addition, the customer must sign the delivery receipt and retain one copy in case they need a refund or reshipment due to a faulty purchase.
The delivery or courier company must have a signed copy to act as proof of delivering the goods, help keep track of the deliveries, improve their customer service, and remain organized. Additionally, if a delivery receipt is provided, the business is fully aware that a customer’s purchase could give rise to a legal dispute. Therefore, after it has been signed, the delivery receipt should always be kept securely by both parties.
How Should a Delivery Receipt Be Made?
It is better to make a delivery receipt using a template. Templates make it easier for businesses and companies that provide delivery services to their customers to prepare delivery receipts; as a result, both parties save time.
Here is a delivery receipt template that you can use to make a receipt yourself:
[Company’s Contact Information]
|Item number||Description||Quantity||Price||Total Amount|
|1.||[Type of product]||[Number of items]||[Cost of each item]||[Number of items [ multiplied by [Cost of each item]|
|2.||[Type of product]||[Number of items]||[Cost of each item]||[Number of items [ multiplied by [Cost of each item]|
Delivered to [Recipient’s Name] at [Recipient’s address]
[Recipient’s contact information: phone number and/or email]
|Payment method||Delivery charges||Total Amount|
|☐ Cash |
Received by: _________________________
Recipient Signature _________________________
Delivery Person Signature _________________________
- The information on a delivery receipt includes the sender’s information, the date and time, the items to be delivered, the recipient’s information, and the payment information.
- Both parties, the seller and buyer, must keep a signed delivery receipt even after a business transaction is complete.
- A delivery receipt helps companies to track their deliveries and keep a record of their financial transactions.
- For the customers, having a delivery receipt proves that the required goods were delivered and reached the intended destination.
- You can use a delivery receipt template to prepare a delivery receipt as it will ensure you include all the required information.