Spare parts delivery note template
Spare parts delivery note template: part numbers ordered and shipped, superseded numbers marked, back-orders with dates, and the workshop’s signature.
Templates by industry
- Hydraulic filter elements
- Drive belt set
- Bearing kit (replaces old part number)
- Hose clamps, stainless
Preparation guide
Example workflow
Pick and pack
Example: count "Hydraulic filter elements" 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 "Hose clamps, stainless" 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 maintenance team waiting for parts reads the delivery note with one question: can the machine be repaired today. Parts are often replaced by a newer part number, sent from two warehouses or held back on order, and a note that only says “parts” leaves the fitter to find that out with the machine already stripped. This template pairs each ordered part number with what was shipped and leaves room to name anything still to come.
Fields to prepare
- Deliverables and line items
- Hydraulic filter elements, Drive belt set, Bearing kit (replaces old part number), Hose clamps, stainless: record the quantity actually shipped for each line; prices stay off the note.
- Hydraulic filter elements
- Give the filter’s part number and the machine it fits; filters that look alike often differ in micron rating.
- Drive belt set
- A belt set should say how many belts and whether they are a matched set, because single belts are not interchangeable.
- Bearing kit (replaces old part number)
- When a part number is superseded, write the old and new numbers together so stores can update the stock record.
- Hose clamps, stainless
- Small items like clamps are counted in units; say if a pack size changed from the one ordered.
- 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
- Quote the part number ordered and the part number shipped on every line, mark superseded numbers, and list back-ordered parts in the notes with an expected date.
Before sending
- Was “Hydraulic filter elements” counted when it was packed, and does the count match the order?
- If “Drive belt set” ships short, does the note say how many follow and when?
- Will the receiver be able to check “Bearing kit (replaces old part number)” against this note on arrival?
Show 4 more
- Was “Hose clamps, stainless” 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 |
|---|---|
| Hydraulic filter elements | 6 |
| Drive belt set | 2 |
| Bearing kit (replaces old part number) | 1 |
| Hose clamps, stainless | 20 |
| Total | 29 |
29 units in 4 lines.
- The goods ship against sales order SO-SP-6620.
- Packages: 3.
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 I show parts that will follow later?
Leave them off the lines, since the note lists what is in the box, and write them in the notes with the part number, the quantity and the date you expect to ship.
Where does the machine’s serial number go if the workshop asks for it?
In the delivery address block or the notes, next to the job number if they gave you one. It helps them book the parts to the right repair.
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 29 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.
Can I use it in another language or currency?
Yes. The document language can be set to any of 33 languages, and changing the country setting updates the currency, the date format and the tax rate.
Read next
Reading for the Spare parts delivery 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.