Free proof of delivery template
Free proof of delivery template (PDF-ready). Capture what was delivered, when, to whom, in what condition, and the receiver signature that closes the job.
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or download the free PDF belowKey takeaways
- The exceptions section is the valuable part of a delivery record, not the signature.
- Note shortages and damage at the door, because the same issue raised the next day usually cannot be recovered.
- Record the receiver name, position and the actual time, since the time fixes when responsibility transferred.
- A delivery docket is a claim by the sender; a signed proof of delivery is a record agreed by both parties.
- For unattended deliveries, photograph the goods in position and agree in advance that it is acceptable.
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Updated 10 Aug 2026
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What is a proof of delivery template?
A proof of delivery template is the signed record that goods, plant or materials reached the right place, at the right time, in the condition the delivering party says they were in. It records the consignment and its reference, the delivery address and the person who accepted it, the items and quantities actually handed over, the condition on arrival, any shortage, damage or refusal, and the receiver signature and time. It is the document that closes the delivery leg and starts the receiving party responsibility.
What makes a proof of delivery useful is the exceptions section, not the signature. A signature on a clean docket only tells you somebody was standing there. A record that shows two of five items were short, one arrived with a damaged guard and the receiver noted it at the point of handover is what allows a claim to be made against the right party while the evidence still exists. Signing clean and complaining later is the single most expensive habit in delivery paperwork, because once the docket is clean the burden of proof has already moved.
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Benefits of using this proof of delivery template
- Closes the delivery leg cleanly: a signed record with a time fixes when responsibility for the goods actually transferred.
- Exceptions captured at the door: shortages, damage and refusals noted on arrival are recoverable, while ones raised later rarely are.
- Faster invoicing: a completed delivery record with a signature removes the most common reason payment gets held up.
- Fewer duplicate deliveries: recording exactly what was left, and what was not, stops items being sent twice or not at all.
- Condition evidence: notes and photographs at handover separate transport damage from damage that happened on site later.
- Traceability of custody: naming the driver and the receiver gives an unbroken chain from dispatch through to acceptance.
- Supports quality requirements: retained delivery records evidence the preservation and release controls in ISO 9001.
Benefits of digitising forms in MapTrack
When you move your forms from paper to MapTrack, you get:
- Field users can easily scan a QR code to complete a form on mobile. Unlimited users.
- Automatically get alerts when faults are identified.
- Link every form digitally as a PDF to the relevant asset, location or person.
- Receive a digital PDF copy with every submission to your email.
- Ability to share forms digitally.
- Build conditional logic (show or hide questions based on answers).
- Take pictures or attach photos. Not possible with a paper-based form.
- Electronic signatures.
- Edit forms later without reprinting.
- Restrict permissions (who can view, complete or approve).
- Build forms with AI (describe what you need and MapTrack suggests the form).
- Maintain a live asset register with location, condition and custody history.
- Schedule and track calibration, certification and warranty expiry dates.
- Generate depreciation and total-cost-of-ownership reports per asset.
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What to include in a proof of delivery template
This proof of delivery template covers 10 key areas:
- Delivery reference, and the related order, consignment or job number it belongs to
- Delivering party, driver name and vehicle or registration, plus the carrier where a third party is used
- Receiving party, delivery address, site or gate, and any access or induction requirements met
- Date and time of arrival and of completion, since the time is what fixes the transfer of responsibility
- Item lines: description, part or asset number, quantity ordered, quantity delivered and unit of measure
- Condition on arrival for each line, including packaging condition and any seal or security check
- Exceptions: shortages, over-deliveries, damage, incorrect items and anything refused, with a reason for each
- Photographs taken at handover, referenced against the line they relate to
- Where the goods were left, and whether the delivery was unattended or accepted by a named person
- Receiver name, signature, position and time, plus the driver signature and any follow-up action agreed
How to use this proof of delivery template
- Check the paperwork matches the load before you leave: Confirm the delivery reference, the order number and the item lines against what is physically on the vehicle. Most delivery disputes start as a loading error, and they are trivial to fix in the yard and expensive to fix on site.
- Find the right person to receive it: Hand over to somebody authorised to accept the delivery, and record their name and position. A signature from whoever happened to be near the gate is the weakest form of proof and the first thing a receiving party disputes.
- Count and check the items together: Go through the lines with the receiver rather than asking them to sign for a sealed load. Check quantity, description and outer condition on each line, and open packaging where the contents are fragile or high value.
- Record every exception before signing: Write down shortages, damage, wrong items and anything refused, on the line it affects, and photograph each one. An exception recorded at the door is recoverable, while the same issue raised the next day usually is not.
- Capture the signature, position and time: Have the receiver sign with their printed name, position and the actual time of handover, and sign the driver copy as well. Both parties keep a copy so neither is dependent on the other for the record.
- Return the record and action the exceptions: Send the completed delivery record back the same day so invoicing is not held up, and raise any shortage or damage as a claim or replacement immediately rather than waiting for the customer to chase it.
In MapTrack, you can manage your full asset register digitally. Each submission is stored as a timestamped PDF against the asset record.
Get the free templateEnter your email above to download the full proof of delivery template as a PDF.Back to download formHow often should you complete this form?
Complete a delivery record for every drop, including internal transfers between your own sites and returns to a supplier. Internal moves are the ones most often done without paperwork and they are exactly where stock quietly disappears between locations.
For unattended deliveries, where nobody is available to sign, record the time, the exact place the goods were left, and take photographs showing the items in position. That is a weaker record than a signature, so agree in advance with the customer whether unattended delivery is acceptable at all, rather than deciding at the gate.
Frequently asked questions
Applicable regulatory standards
This template aligns with the following regulations and standards:
- ISO 9001:2015 Clause 8.5.4 Preservation (protection during handling and delivery)
- ISO 9001:2015 Clause 8.6 Release of products and services
- Australian Consumer Law (Competition and Consumer Act 2010, Schedule 2), delivery and acceptance of goods
- ISO 55001:2024 Asset management (custody and receipt records for delivered assets)
The numbers behind this proof of delivery template
Every figure below is sourced and dated, so you can quote it in a toolbox talk, a budget case or a board paper without having to chase the original report.
Embed this free template on your website
Run an industry blog, trade association site, or training resource? Drop a preview of this free proof of delivery template straight into your page. The snippet is self-contained, needs no scripts, and links readers back to the full free template.
<div style="max-width:480px;font-family:system-ui,-apple-system,'Segoe UI',Roboto,sans-serif;border:1px solid #E5E7EB;border-radius:12px;padding:20px;background:#ffffff;">
<p style="font-size:12px;font-weight:700;letter-spacing:0.05em;text-transform:uppercase;color:#071D49;margin:0;">Free template</p>
<p style="font-size:18px;font-weight:700;color:#071D49;margin:6px 0 0;">Proof of delivery template</p>
<ul style="margin:12px 0 0;padding-left:18px;color:#374151;font-size:14px;line-height:1.6;">
<li style="margin:4px 0;">Delivery reference, and the related order, consignment or job number it belongs to</li>
<li style="margin:4px 0;">Delivering party, driver name and vehicle or registration, plus the carrier where a third party is used</li>
<li style="margin:4px 0;">Receiving party, delivery address, site or gate, and any access or induction requirements met</li>
<li style="margin:4px 0;">Date and time of arrival and of completion, since the time is what fixes the transfer of responsibility</li>
<li style="margin:4px 0;">Item lines: description, part or asset number, quantity ordered, quantity delivered and unit of measure</li>
<li style="margin:4px 0;">Condition on arrival for each line, including packaging condition and any seal or security check</li>
</ul>
<p style="font-size:13px;color:#6B7280;margin:14px 0 0;padding-top:12px;border-top:1px solid #E5E7EB;">Free <a href="https://www.maptrack.com/templates/proof-of-delivery-template" style="color:#071D49;font-weight:600;text-decoration:none;">Proof of delivery template</a> by MapTrack</p>
</div>Please keep the “by MapTrack” attribution link in the snippet.
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