What this document is
A delivery confirmation records the moment work or goods change hands and are accepted. It states what was delivered, on what date, in what condition, and who received it — then it is signed by the recipient. That signature is what lets a supplier say, with proof, that their side is done and payment is now due.
It closes the gap where disputes hide. Without it, a client can claim goods never arrived, arrived late, or arrived damaged. With a signed confirmation, the facts are agreed at the point of delivery, when both sides can actually check them.
When to use it
- You deliver goods and want the recipient to confirm they arrived in good order.
- You complete work or a milestone and need acceptance before invoicing.
- Payment terms are tied to delivery and you need proof the trigger has been met.
- A shipment is valuable enough that a signed record protects both sides.
When not to use it
- The work is a full project needing formal handover of files and rights — use a project handover form.
- You are billing for the delivery — that is the invoice, issued after confirmation.
- Delivery is trivial and the receipt or transfer record already proves it.
Information you will need
- Supplier and recipient names
- A reference to the related order or agreement
- A description of the goods or work delivered, with quantities
- The delivery date and location
- The condition on arrival and any noted issues
- The recipient's name, signature, and date of receipt
Clauses included
Parties and order reference
Identifies supplier and recipient and links to the purchase order or agreement.
Items delivered
Describes the goods or work and quantities delivered.
Delivery date and place
Records when and where delivery happened.
Condition on receipt
Notes the condition and any damage or shortfall observed at delivery.
Acceptance
The recipient's confirmation that delivery is accepted, subject to any noted issues.
Signature
The recipient's signature and date that make the confirmation proof.
What the guided builder asks
- 1PartiesWho is providing the money?
- 2AmountHow much is being provided?
- 3RepaymentWill it be repaid once or in installments?
- 4InterestWill interest apply?
- 5Late paymentWhat happens if a payment is late?
- 6Additional termsAdditional terms (optional)
- 7ReviewClauses included
- 8ExportExport PDF · Export DOCX
How to sign it
The recipient signs to confirm delivery. If there is a problem, it should be written on the confirmation before signing — 'received, one box damaged' is far more useful than a clean signature followed by a later complaint.
Both sides keep a copy. For deliveries by courier, keep the courier's proof of delivery alongside this confirmation.
Common mistakes
- Signing 'received' without checking, then trying to raise damage later.
- Not dating the confirmation, so payment timing becomes arguable.
- Failing to note shortfalls or damage at the point of delivery.
- No reference to the order, so it is unclear which delivery this confirms.
- The person signing has no authority to accept on the recipient's behalf.
Frequently asked questions
Why does delivery confirmation matter for payment?
Payment is often due on delivery or acceptance. A signed confirmation is the proof that this trigger has been met, so the supplier can invoice with confidence and the client knows what they are paying for.
What if the goods arrive damaged?
Note the damage on the confirmation before signing, or sign 'received subject to inspection'. A clean signature makes a later damage claim much harder to support.
Is a courier's proof of delivery enough?
It proves something arrived, but not its condition or that it matched the order. A delivery confirmation adds those details, which is why valuable deliveries use both.
Who should sign it?
Someone with authority to accept on the recipient's behalf. A signature from a person who cannot bind the recipient is weaker evidence.
Can delivery be confirmed digitally?
Yes. A photo of signed goods, an e-signature, or a clear written confirmation referencing the order can all work. Keep whatever form you use with the order and invoice.
This template provides general document assistance and is not a substitute for legal advice. Legal requirements vary by jurisdiction, transaction type, and individual circumstances.