Delivery Note vs Goods-Inward Note: Who Records What?
A delivery can produce two different records. The sender's delivery note describes what left their premises; the receiver's goods-inward note records what arrived. When those details differ, keeping both sides clear makes it easier to investigate what happened.
For businesses handling deliveries on paper, custom NCR forms let people write once and distribute copies at the point of handover. The important question is not just how many copies to print, but who completes each record and what each person is confirming.
The delivery note: the sender's record
A delivery note usually travels with the goods. It identifies the sender and destination, gives a delivery or order reference, and lists what the sender says has been dispatched. Depending on the workflow, the person delivering the goods may use it to capture a handover time, a name or signature, and any note made at the point of delivery.
It is helpful to distinguish quantity dispatched from quantity received on the layout if both need recording. A signature on its own should not be described as conclusive proof that every item was counted or accepted in perfect condition; the wording on the form should reflect what your actual handover process checks.
MD Print Shop offers custom NCR delivery note pads for businesses that need copies for their driver, customer or office. For a broader look at delivery and collection forms, read our delivery and collection note guide.
The goods-inward note: the receiver's record
A receiving team may need to check the arriving goods against its own purchase order and the accompanying delivery note. Its goods-inward record can note what actually arrived, the date and location, and any visible damage, shortage or item held aside for further checking. The receiver's observations may be different from the quantities shown on the sender's note.
Our existing goods-inward NCR books guide has a fuller checklist for receiving teams, including references, item details and discrepancy notes. Use that if you are designing the receiving form itself.
What if the numbers do not match?
Suppose the delivery note lists ten cartons, but the receiving team counts nine. The sender's note should still show what was recorded as dispatched; the receiving record should state what was counted on arrival. Add the discrepancy to the appropriate paperwork and follow your company's checking and escalation process rather than silently changing one document to match the other.
A clear reference number can help the driver, customer service team and receiving team discuss the same delivery later. Record only the information people can actually verify at the handover; if some cartons are sealed or an item has not yet been inspected, say so rather than implying a complete inspection took place.
Who needs an NCR copy?
Consider the journey of the paperwork. The driver or sender may need a copy showing the handover; the recipient may need one for local records; and a purchasing or accounts team may need details to match the delivery to an order. The number of parts should follow that route. If the goods are being picked up rather than delivered, a custom NCR collection note pad may suit the handover better.
This article is about practical record design, not legal proof or a universal compliance checklist. Your industry, contract and internal procedures may call for different wording or checks. For a simple guide to distributing copies after a job, see what happens to each NCR copy after a job.
Make the handover easy to follow
Before ordering, trace one real delivery from dispatch to receipt: who writes each note, who checks the goods, where a difference is recorded and where each copy goes next. A layout built around those steps is more useful than a form that simply has a signature box.
If you need custom delivery or collection paperwork, explore our NCR delivery note pads and NCR collection note pads, or ask MD Print Shop about a form tailored to your workflow. We email a digital proof for approval before printing.