Whenever goods, services, or mail are delivered, it is important to have tangible proof of delivery. A delivery receipt is a document used for this purpose. It is issued to the seller after receiving the package or payment, as applicable. The receipt is also given to the sender as verification that the package was delivered to the correct destination and on time, as expected.
The receipt typically must be signed by the customer/recipient of the delivery. Since it is a transaction record, it can be referenced in any dispute. Such receipts are expected in different industries, from food, e-commerce, mail delivery, gifts, equipment, etc. Delivery receipts thus protect businesses from claims of undelivered goods. They are also part of good customer service and experience as they show the business’s will to prevent misunderstandings.
By reading this article, the reader will understand the basics of a delivery receipt, its purpose, and its importance in the delivery process.
What is a Delivery Receipt?
A delivery receipt is a form that provides signed proof of delivery of an order, item, or message delivered safely.
The main elements of the receipt are the seller’s details, order number, description, shipping address, billing information, time and date of delivery, and proof of delivery. The receipt can be digital or physical.
The delivery receipt is fundamentally a formal acknowledgment of the successful delivery of an order to a customer. The seller issues it to the customer or consignee. The receipt serves as a record of all successful deliveries and is thus an essential document for the logistics department – the department responsible for delivering goods to customers. After the customer receives and pays for the goods, they must sign the delivery receipt confirming that they received their order as requested.
Why are Delivery Receipts Used?
A smooth and error-free delivery process is essential for a top-quality customer experience. Delivery receipts are part of such a process because of their benefits to the business and the customer.
Such benefits include the following:
Improve an order’s accuracy
The receipt captures recipient details, time and date of delivery, items delivered, and location where the package was delivered. This information ensures that every package is delivered to its rightful customer. In addition, upon delivery, information on the receipt can be cross-checked with that of the order to verify that there are no discrepancies. This improves the accuracy of the delivery process.
Improves the customers’ experience
Receipts can be tailored to capture details that improve customers’ experience. The receipt can record the delivery status – delivered on time, delayed, or lost. This information can be used to improve delivery services. Once signed, they are legally enforceable. This, in turn, reduces disputes between sellers and customers.
Prevents shipping disputes
Disputes or misunderstandings between businesses and customers occur from time to time. This can be due to undelivered goods, loss of packages, faulty items, etc. In such cases, customers lodge complaints asking for refunds or claims. Using a receipt ensures written proof of what transpired; this, therefore, prevents disputes from occurring as the receipt can be referenced where there are misunderstandings. Additionally, if the complaints are unwarranted, businesses can legally produce the receipt as evidence of the transaction.
Enhance efficiency
Once the customer receives the package, an automatic confirmation is sent to the company. This increases the administrative efficiency of a business as orders or deliveries can be monitored in real-time. In addition, this reduces the paperwork involved from release to delivery of packages.
Keeps logistics updated
By using a delivery receipt, it becomes easier to monitor packages in real time. The logistics department can be notified when a package is released, in transit, and delivered to the customer. This reduces the personnel needed in the logistics department. Also, everyone involved in the delivery process – the logistics department, delivery personnel, and customers can remain updated on the delivery status of the associated package.
Identify damaged delivery issues
Sometimes, items are damaged in storage or transit. This can happen due to inadequate packaging or poor handling. The delivery receipt can be used to identify such errors and lead to prompt action. For example, the damaged package is withheld, and the customer is notified. This prevents using resources to deliver damaged goods while saving the time that would have been used to collect damaged goods.
Update the wrong delivery status
With a receipt, delivery personnel can easily match the consignment with the consignee. In addition, they can determine the correct package by confirming the type of goods and quantity. Once the customer signs, the receipt informs the seller that the correct package arrived safely. Also, if the package is delivered to the wrong address, the seller is notified of the delivery status to take the necessary steps.
3 Different Types of Delivery Receipts Format
Businesses use three delivery receipt formats: paper, digital signature, and photo. Despite the differences, the resulting receipts are used for the same purpose – to acknowledge receipt of a delivery package.
The three formats of delivery receipts are discussed below:
Paper format
Physical receipts are necessary when an order is delivered manually by an agent or driver. This receipt is typically in printed form. The customer must sign the form once they have received the package. The customer retains a copy, and a copy is taken to the seller. The use of physical receipts, however, decline during the pandemic.
Digital signature format
With a digital receipt, the customer signs the receipt on a mobile device after receiving the goods. Alternatively, they can input a one-time password issued upon ordering the package on the mobile device. An electronically signed delivery receipt is automatically sent to their email, and the business retains a copy for their records.
Photo format
The photo format is curated explicitly for instances where the customer or recipient is unavailable at the pickup point. The delivery person must take a photo of the package showing the delivery address, where the package was left, and the delivery time. A copy of the photo is sent to the customer, and a copy to the seller.
Note: You should select a format that best streamlines your delivery operations and improves your customer experience. Regardless of your format, the receipt remains an essential document in the delivery process and industry.
Essentials of a Delivery Receipt
A delivery receipt is used to record the details of a successful delivery. The information included in a receipt will vary depending on its purpose; however, some common elements used in all receipts include the following:
Seller’s information
The first line of the receipt contains details of the seller. This includes the business name, official address, telephone number, email, etc. This information is necessary to inform the customer where the package came from, thus preventing confusion.
Order number
Each order has a unique order or reference number used for package identification purposes in case of issues with the package. This number should be included in the receipt. The customer can cross-check this number with the consignment to determine if they received the correct order. The order number is used to track the package if there are issues with the order.
Additionally, the number is used to retrieve information on a shipment from the company system or servers. This is necessary to provide quality customer support. Consequently, this improves the delivery process in general.
Buyer’s information and shipping address
The name and address of the receiver/customer must be provided in the receipt. The customer can be either a business customer or an individual customer. The address of the location where the package is to be delivered should be indicated.
Suppose the product being delivered is a business order. In that case, the business address will be included, and the respective address should be indicated if it is a consumer-based product order to the customer’s residence. This information is used to resolve cases of delivery to the wrong address. The shipping address is essential to guide the delivery personnel so that packages can be delivered to the correct address and on time.
Order’s description
Each package will typically have a packaging list describing the package’s items. This list is used to confirm if the order was fulfilled as requested. It is also used to resolve issues, such as when the delivered package does not match the order. Also, this description helps to identify if any item is missing from the package or if an irrelevant/unwanted item was added to the package.
Billing details
Billing information includes the amount paid and who paid for the package. This information helps confirm whether the transaction was paid on a credit or cash basis. This information is also needed to resolve payment issues, such as when a customer overturns or invalidates a payment.
Time and date
The date and time of delivery should be written on the order receipt. This information is helpful in cases where a package has not been delivered to the customer as scheduled or when there are long delays in delivering an order to an end user. This information can be filled in manually as the customer signs the physical receipt. However, with online receipts, the date and time are filled in automatically once the delivery personnel provides proof of delivery.
Proof of delivery
A signature gives proof of delivery from the customer and delivery person. A digital signature is required for any package being handled by an electronic delivery system. The signature confirms that a package has reached its destination and has been successfully left in an individual’s possession.
Download Free Templates: Delivery Receipt Templates
Frequently Asked Questions
Which businesses need to issue delivery reports?
The delivery receipt is a must for any business that offers delivery of goods or services. So, these receipts are widely used in businesses ranging from import and export, ecommerce, food, retail, and furniture businesses.
Can delivery receipts be issued online?
Yes, digital delivery receipts can be issued online. The seller does not need to print physical reports or manage them manually. However, this requires a receipt application. The digital receipt is stored in the seller’s system for reference
Is a delivery receipt a legal document?
Once signed, the receipt is a legal document. The receipts are helpful in cases of loss or when there are issues with the delivery of goods.