Book delivery note template

Book delivery note template for publishers and distributors: titles by ISBN, copies per title, firm sale or sale-or-return terms, and the bookshop’s signature.

Free book delivery note template: sample document with the items, their quantities and a signature line
Shown with sample figures. The template itself starts blank.

Templates by industry

  • Paperback novel, ISBN ending 4412
  • Hardback cookbook, ISBN ending 0937
  • Children’s picture book, ISBN ending 2265

Preparation guide

Example workflow

  1. Pick and pack

    Example: count "Paperback novel, ISBN ending 4412" and the other lines against the order, and note anything that ships later.

  2. Ship with the note

    Put the note in or on the shipment with the tracking number and package count, and check "Children’s picture book, ISBN ending 2265" is listed.

  3. Get it signed

    Ask the recipient to sign and date the received-by line, and keep the signed copy as proof of delivery.

Bookshops receive titles, not products: two editions of the same novel are different books with different ISBNs, and a shop that signs for the wrong one returns it later at the publisher’s cost. This template lists each title by ISBN and binding, counts copies rather than cartons, and keeps a place for the supply terms, because books sent on sale-or-return come back in a way books sold firm do not.

Fields to prepare

Deliverables and line items
Paperback novel, ISBN ending 4412, Hardback cookbook, ISBN ending 0937, Children’s picture book, ISBN ending 2265: record the quantity actually shipped for each line; prices stay off the note.
Paperback novel, ISBN ending 4412
Give the full ISBN in the description; the last digits shown here are only enough for a quick check at the counter.
Hardback cookbook, ISBN ending 0937
Hardbacks are often packed in smaller cartons; count copies, and note any jacket that is torn or creased on arrival.
Children’s picture book, ISBN ending 2265
Picture books for a school or library order may need the order reference, as they are invoiced to someone else.
Order and delivery
Quote the order or invoice number the delivery belongs to, the delivery date and the address the goods go to.
Shipment
Give the number of packages, the carrier or shipping method and the tracking number.
Scope to agree
Identify every title by its full ISBN, state the copies per title, and say whether the books are supplied firm sale or on sale-or-return terms.

Before sending

  • Was “Paperback novel, ISBN ending 4412” counted when it was packed, and does the count match the order?
  • If “Hardback cookbook, ISBN ending 0937” ships short, does the note say how many follow and when?
  • Will the receiver be able to check “Children’s picture book, ISBN ending 2265” against this note on arrival?
Show 3 more
  • Check the delivery address, the number of packages and the order or invoice number the delivery belongs to.
  • Count each line against the order, and list anything that ships later rather than leaving it off.
  • Leave prices off the note unless the customer asks for them; they belong on the invoice.

Worked example with sample figures

The quantities below are invented to show how the template is filled in: 3 lines, counted in units, with no prices.

Worked example with sample figures
ItemQuantity
Paperback novel, ISBN ending 441240
Hardback cookbook, ISBN ending 093712
Children’s picture book, ISBN ending 226525
Total77

77 units in 3 lines.

  • The goods ship against sales order SO-BK-2290.
  • Packages: 5.

What the document must show

These details make a delivery note easier to approve and to file.

  • Your company name and address
  • The customer's name and delivery address
  • Note number and delivery date
  • The order or invoice it belongs to
  • Each item with the quantity delivered
  • Packages and carrier or tracking number
  • A line for the recipient's signature and date

This document prints quantities without prices, so no tax appears on it unless you switch its line columns to prices and totals.

Frequently asked questions

How do returns work for books sent on sale-or-return?

The shop sends unsold copies back within the period agreed and you credit them. Quote this note’s number on the credit so each returned copy can be traced to the delivery it came from.

Should the delivery note show the retail price?

Some shops like to see it for shelf pricing, but the note is about copies and titles. If you show prices, switch the note to priced lines and keep the trade discount for the invoice.

Does this delivery note show prices or tax?

This document prints quantities without prices, so no tax appears on it unless you switch its line columns to prices and totals. The worked example above counts 77 units and nothing else.

Does a delivery note show prices?

Usually not. It lists what was shipped so the recipient can check it; prices go on the invoice. QuoteBill leaves them off unless you switch the line columns to prices.

Is this template free?

Yes. You can fill in this template and print it or save it as a PDF without an account, and there is no payment step and no watermark on the document. Saving it to your account and downloading Excel or Word files need a free account.

Read next

Reading for the Book delivery note template: Quote, proforma, invoice, receipt, credit note: which to use and How to write an invoice: a step-by-step example. The order this delivery answers is written on the Purchase order template.