Heating oil delivery note template
Heating oil delivery note template: litres from the meter readings before and after, price per litre, surcharges and the customer’s signature at the tank.
Templates by industry
- Heating oil, metered (litres)
- Fuel additive
- Small-delivery surcharge
Preparation guide
Example workflow
Pick and pack
Example: count "Heating oil, metered (litres)" and the other lines against the order, and note anything that ships later.
Ship with the note
Put the note in or on the shipment with the tracking number and package count, and check "Small-delivery surcharge" is listed.
Get it signed
Ask the recipient to sign and date the received-by line, and keep the signed copy as proof of delivery.
Heating oil is sold by what passes through the tanker’s meter, not by what the customer thinks the tank holds. The delivery note carries the two meter readings, the litres between them and the price per litre, and it is often the only paper the customer sees before the invoice. This template shows those figures as priced lines, so the driver can leave a complete record at the tank.
Fields to prepare
- Deliverables and line items
- Heating oil, metered (litres), Fuel additive, Small-delivery surcharge: record the quantity actually shipped for each line, with its unit price and amount.
- Heating oil, metered (litres)
- Enter the litres as the difference between the meter readings and write both readings in the notes; the customer can check one against the other.
- Fuel additive
- Add an additive only if the customer ordered it, and say how many litres it treats.
- Small-delivery surcharge
- A small-delivery surcharge should match your price list’s threshold, so state the threshold beside the line.
- 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
- Copy the meter readings before and after the delivery, the litres they give and the tank gauge level, and say whether the price is per litre on the day or as quoted.
Before sending
- Was “Heating oil, metered (litres)” counted when it was packed, and does the count match the order?
- If “Fuel additive” ships short, does the note say how many follow and when?
- Will the receiver be able to check “Small-delivery surcharge” 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.
- Check each unit price and amount against the order, so the figures agree with the invoice that follows.
Worked example with sample figures
The figures below are invented to show how the template adds up: 3 lines in USD, with an example tax rate of 8%.
| Item | Quantity × unit price | Amount |
|---|---|---|
| Heating oil, metered (litres) | 1,800 × $1.05 | $1,890.00 |
| Fuel additive | 1 × $12.00 | $12.00 |
| Small-delivery surcharge | 1 × $25.00 | $25.00 |
| Subtotal | $1,927.00 | |
| Sales tax (8%) | $154.16 | |
| Total | $2,081.16 | |
Total payable $2,081.16, of which sales tax $154.16.
- The goods ship against sales order SO-HO-7731.
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, its unit price and amount
- Packages and carrier or tracking number
- A line for the recipient's signature and date
The sales tax depends on where the work is supplied, so set the rate that applies to your customer before sending.
Official rate reference: US government: state and local taxes
Frequently asked questions
What if the tank takes less than the customer ordered?
Bill the litres the meter shows, not the order, and note that the tank was full at that point. Customers accept a smaller figure more easily when the reading is on the note.
Can the driver leave the note if nobody is home?
If the customer agreed to unattended deliveries, leave a copy in the letterbox with the readings and the time, and mark that no signature was taken.
How is the sales tax worked out on this delivery note?
The worked example above uses an example rate of 8%: $154.16 on a net amount of $1,927.00, for a total of $2,081.16. The editor recalculates all three when you change a quantity, a price or the country.
Can I download it as Excel, Word or PDF?
Yes. A PDF needs no account: fill in the template and use Print / PDF. The Excel and Word files download from this page with a free account, and the spreadsheet keeps its formulas, so changing a quantity updates the tax and the total.
Can I change the layout and colour?
Yes. The editor offers other layouts and a document colour for the printed page. Changing them moves no figure: the lines and totals stay as they are, and the PDF, Word and Excel files follow the layout you pick.
Read next
Reading for the Heating oil delivery note template: Quote, proforma, invoice, receipt, credit note: which to use and Unpaid invoice: follow-ups, part payments and statements. The order this delivery answers is written on the Purchase order template.