Linen service delivery note template
Linen service delivery note template for laundries: clean sheets and towels delivered, soiled bags collected, rejected pieces and a signature in the linen room.
Templates by industry
- Single bed sheets, clean
- Bath towels, clean
- Soiled linen collected (bags)
- Pieces rejected for stains or tears
Preparation guide
Example workflow
Pick and pack
Example: count "Single bed sheets, clean" 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 "Pieces rejected for stains or tears" 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.
A linen service swaps clean for soiled on every round, and the customer pays for the clean pieces that arrive. Hotels and care homes keep an agreed stock level, so the delivery note shows what came in, what went out in bags and what the laundry pulled from circulation because it was stained or torn. This template keeps those counts on separate lines, which is what both sides need when the monthly invoice and the stock check disagree.
Fields to prepare
- Deliverables and line items
- Single bed sheets, clean, Bath towels, clean, Soiled linen collected (bags), Pieces rejected for stains or tears: record the quantity actually shipped for each line; prices stay off the note.
- Single bed sheets, clean
- Count sheets by size, since single and double sheets are priced and stocked separately.
- Bath towels, clean
- Towels often come in bundles of ten; write pieces, not bundles, so the count matches the invoice.
- Soiled linen collected (bags)
- Soiled linen is collected in bags and counted at the laundry; write bags here and send the piece count later.
- Pieces rejected for stains or tears
- Rejected pieces leave the customer’s stock, so name them here and agree in the notes whether they are replaced or charged.
- 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
- Count clean linen delivered and soiled linen collected on separate lines, record pieces rejected for stains or damage, and keep the customer’s agreed stock level in view.
Before sending
- Was “Single bed sheets, clean” counted when it was packed, and does the count match the order?
- If “Bath towels, clean” ships short, does the note say how many follow and when?
- Will the receiver be able to check “Soiled linen collected (bags)” against this note on arrival?
Show 4 more
- Was “Pieces rejected for stains or tears” counted when it was packed, and does the count match the order?
- 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: 4 lines, counted in units, with no prices.
| Item | Quantity |
|---|---|
| Single bed sheets, clean | 120 |
| Bath towels, clean | 200 |
| Soiled linen collected (bags) | 18 |
| Pieces rejected for stains or tears | 7 |
| Total | 345 |
345 units in 4 lines.
- The goods ship against sales order SO-LN-0442.
- Packages: 24.
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
Who pays for linen the laundry rejects?
That depends on your service agreement: some laundries replace worn pieces in the price, others charge for damage caused by the customer. Write the rule in the notes once, and the rejected line shows each month what it applied to.
How do I handle a disputed count of clean linen?
Ask the customer to count before signing, or to note a shortage on the copy. A signature without a remark confirms the delivered count for that round.
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 345 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 Linen service 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.