Pallet handover note template
Pallet handover note template for loading docks: pallets loaded, exchange pallets swapped, trailer and seal numbers, and the driver’s signature at the bay.
Templates by industry
- Loaded pallets, wrapped and labelled
- Exchange pallets received from the driver
- Loose cartons on top of the load
Preparation guide
Example workflow
Pick and pack
Example: count "Loaded pallets, wrapped and labelled" 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 "Loose cartons on top of the load" 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.
At a busy dock the haulier’s driver often leaves before anyone has counted pallets twice: once for the goods loaded and once for the empty pallets swapped in exchange. A pallet handover note keeps both counts on one page with the trailer and seal numbers. When the pallet account is settled at the end of the month, or a customer reports a missing pallet, this is the page that shows how many went out on which truck.
Fields to prepare
- Deliverables and line items
- Loaded pallets, wrapped and labelled, Exchange pallets received from the driver, Loose cartons on top of the load: record the quantity actually shipped for each line; prices stay off the note.
- Loaded pallets, wrapped and labelled
- Count pallets as they cross the dock plate, not from the picking list, and note any that were rewrapped after a forklift knock.
- Exchange pallets received from the driver
- Write the exchange pallets you actually received and their grade; broken ones handed back are not an even swap.
- Loose cartons on top of the load
- Cartons riding loose on top are easily lost in transit, so count them on their own line with the pallet they sit on.
- 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 loaded pallets and exchange pallets on separate lines, write the trailer and seal numbers, and note any pallet the driver accepted with a remark.
Before sending
- Was “Loaded pallets, wrapped and labelled” counted when it was packed, and does the count match the order?
- If “Exchange pallets received from the driver” ships short, does the note say how many follow and when?
- Will the receiver be able to check “Loose cartons on top of the load” 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.
| Item | Quantity |
|---|---|
| Loaded pallets, wrapped and labelled | 22 |
| Exchange pallets received from the driver | 22 |
| Loose cartons on top of the load | 6 |
| Total | 50 |
50 units in 3 lines.
- The goods ship against sales order SO-DK-5108.
- Packages: 22.
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
What if the driver has no exchange pallets?
Write the shortfall on the exchange line and have the driver sign it. Your pallet account with the haulier then shows how many they owe, instead of the loss staying with you.
Why write the seal number on a handover note?
If the seal arrives intact and the count is short, the question goes back to whoever loaded the trailer. If the seal is broken or different, it goes to the carrier.
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 50 units and nothing else.
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.
Can I add my logo and signature?
Yes. The From section of the editor has a place for your company logo and for a signature or seal image. Uploading a picture needs a free account, and a member can keep both in settings so that every new document starts with them.
Read next
Reading for the Pallet handover note template: Quote, proforma, invoice, receipt, credit note: which to use and Estimate vs quote: what binds you, with a remodeling example. The order this delivery answers is written on the Purchase order template.