Free Delivery Note Template for Car Dealers
A delivery note documents the handover of a vehicle or parts to the customer. In the car trade, it serves as proof that the goods have been delivered and is particularly important for deliveries to business customers, freight carriers, or remote sales. Our free template is tailored to the car trade and ready for immediate use.
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What Does the Delivery Note Template Include?
- Header Section: Dealer company details, delivery note number, date
- Recipient: Name, address, and alternative delivery address if applicable
- Reference: Reference to order number, quote number, or invoice number
- Delivered Item: Vehicle description including make, model, VIN, mileage
- Included Accessories: Keys (quantity), owner’s manual, first aid kit, warning triangle, spare wheel
- Documents: Vehicle registration document (Part II), service booklet, MOT report, COC document
- Condition at Handover: Mileage, fuel level, known particularities
- Signatures: Handover by dealer and confirmation of receipt by customer
Mandatory Information on the Delivery Note
A delivery note is not a legally required document but is strongly recommended. The following information should be included:
- Delivery note number (for assignment in accounting)
- Date of delivery / handover
- Sender and recipient with full address
- Exact description of the delivered goods (for vehicles: VIN)
- Quantity (for vehicles, typically: 1 unit)
- Reference to the corresponding invoice or order
When Do I Need a Delivery Note?
- Vehicle Handover: Documentation of the handover with confirmation of receipt
- Shipping via Freight Carrier: Proof for the carrier of what was loaded
- Parts Shipments: When shipping spare parts or accessories to customers or workshops
- Intra-Community Deliveries: As part of the documentation for tax-exempt EU deliveries
- Export to Third Countries: Accompanying document for customs documentation
Tips for Delivery Notes in the Car Trade
- Always have the customer sign for receipt – this is your proof of handover
- Document the number of keys handed over (a frequent point of dispute)
- Record the exact mileage at handover
- For freight carriers: Create a copy for the driver and keep the original
- Store delivery notes together with the purchase contract and the invoice
- For EU deliveries: The delivery note is part of the proof of arrival confirmation
Automatic Delivery Notes with AutoPult
Our template is suitable for manual use. AutoPult creates delivery notes automatically from the sales and vehicle data: all vehicle information, accessories, and handed-over documents are pre-filled. The customer signs – digitally or on paper – and the documentation is complete without gaps.