Proof of delivery records receipt at the agreed destination. The useful details depend on the transport arrangement, but should connect the receipt to the correct shipment and note relevant exceptions.
Agree the evidence before dispatch
Identify the person or function authorised to receive the goods. Decide what delivery record is needed for the customer, finance and operations teams. Confirm the shipment reference, package count and destination details. If a specific format is required, share it before booking rather than asking the driver to reconstruct information after unloading.
Record exceptions accurately
If packages are missing or visibly damaged, record the observation in the agreed receipt process. Use precise descriptions and appropriate photographs. Distinguish packaging condition from a confirmed assessment of product damage. Avoid signing a statement you cannot verify. Contact the responsible operational party promptly so the record reflects the condition at handover.
Keep the close-out connected
Store the final receipt with the quote, transport document and commercial records. Confirm any outstanding delivery charges or return equipment responsibilities. For customer orders, communicate completion using the agreed reference. Review recurring exceptions to improve packaging, appointments and unloading arrangements on future shipments.
Your shipment checklist
- Confirm the authorised receiver.
- Agree the required delivery record.
- Record visible exceptions at receipt.
- Keep evidence with the shipment file.
Is a signature enough to resolve every delivery question?
Not always. The reference, location, time, package record and exceptions can also matter. Agree the evidence needed for the shipment.
This guide supports shipment planning. The accepted quote, carrier requirements and applicable authority rules determine your shipment’s final arrangements.
