Goods received note: the free template filled in and signed at the delivery
Quantities ordered and received, condition on arrival, discrepancies, and the driver’s and receiver’s signatures on one page. No sign-up, no email — the document is produced in your browser.
What the goods received note contains
Ordered against received, side by side
A line per item, with the quantity on the order next to the quantity that came off the lorry. The gap between the two columns is the whole point of the document.
Four conditions, and a box that is not optional
Accepted in full, part delivery, damaged goods, delivery rejected. Once the delivery is anything other than accepted in full, the sheet asks for a description — a note that only says “damaged” is worthless in a dispute.
Two signatures on one page
The person receiving and the driver sign the same note, at the tailgate. A discrepancy pointed out while the driver is still there is a different conversation from one raised by email three days later.
Generate your goods received note
Fill in your company and site, choose how many rows the goods table needs, print it. Leave everything blank for a stack of empty notes for the site office.
Without a note signed at the delivery, the dispute is lost before it starts
Missing pallets, breakages, the wrong reference: whatever is not checked, written down and signed while the lorry is still there becomes your problem — and your invoice.
The delivery note stays in the cab
The supplier’s copy goes back with the driver, yours goes in a pocket, and neither is there when the invoice queries the quantity.
“I told the driver” is not a record
Without a discrepancy written, dated and signed at the delivery, the short pallet is yours to pay for. The driver remembers nothing by Friday.
Whoever signs is rarely the buyer
It is a labourer or a groundworker who takes the delivery. Without a sheet that tells them what to check, they sign the supplier’s note as it is — and the office finds out at the invoice.
The same note, but with photographs and a time from our servers
You print one QR code at the delivery area. Whoever takes the delivery scans it, checks the goods, photographs them and signs on their own phone.
Photographs and signature at the point of delivery
Up to five photographs of the goods taken on the spot, the receiver’s signature drawn with a finger, and the time stamped by our servers rather than written in a box. Turn geofencing on and their position is checked as they sign.
One code per site, not one per delivery
Every scan creates a new record. Write what is expected into the code — “10 pallets of blocks, 2 bulk bags” — and the person at the gate knows what to count without ringing the office.
What each QR code delivery record keeps
- ✓ Supplier and delivery note number
- ✓ Name and company of the person receiving
- ✓ Condition on arrival and the description of any discrepancy
- ✓ Photographs of the goods (up to five)
- ✓ Signature drawn on the screen
- ✓ Server time-stamp — and the position, verified inside the site boundary, when geofencing is on
Only the details of the check are collected, at the moment of the scan. It records what was checked and by whom; it is not a proof of delivery and we make no claim that it is one.
Free plan available — no credit card
Goods received note — frequently asked questions
What is the difference between a delivery note and a goods received note?
The delivery note comes with the goods: it is the supplier’s document, written before the lorry left, and it says what was sent. The goods received note is yours: it is written at the point of delivery and it says what actually arrived, in what quantity and in what condition. On a good day the two agree. The GRN exists for the other days — a pallet short, a cracked pane, the wrong reference — and it is the one you will need when the invoice arrives. Some suppliers call their own delivery note a GRN; the name matters less than who wrote it, and when.
Who signs a goods received note?
Two people: whoever takes the delivery on site, and the driver. The receiver’s signature says the goods were checked; the driver’s says the discrepancies were pointed out while they were still standing there — which is the only moment they can be argued about. It is not a proof of delivery: that is the carrier’s document, and it proves the load reached the address, not that the load was right.
What should a goods received note include?
The supplier and the delivery note number, the date and time of arrival, a line per item with the quantity ordered against the quantity received, the condition on arrival, a box for discrepancies, and the two signatures. That is exactly what the template prints, with your company and site pre-filled at the top. Nothing on it needs an office: it is designed to be filled in with a pen, on the tailgate.
What if the delivery is short, damaged or wrong?
Tick the condition that applies — part delivery, damaged goods or delivery rejected — and write what the problem is. The sheet says so itself: a note that only says “damaged” is worthless in a dispute, so the description box stops being optional the moment the delivery is anything other than accepted in full. Photograph it too, before it is unloaded. The QR code version makes that photograph part of the record.
Is this template only for construction sites?
No. The fields of a goods received note are the same in a builders’ merchant, a warehouse or a workshop, and nothing on the note assumes a site — “site” is simply what the field is called. The instructions and the goods expected are yours to write; leave them blank and the note is as generic as you need it to be.
Does the generator store what I type?
No. The PDF is produced directly in your browser: what you enter — company, site, supplier — is never sent to us, no email is asked for, and none of it is kept. Close the tab and nothing remains; you simply keep the file you downloaded. We only measure use of the generator, anonymously and without cookies: how many notes are produced and how many rows are chosen, never your own entries. After downloading, you can choose to share your form with us to help improve the template — that is an explicit click on your part, never automatic.
What does the QR code version add?
Photographs, and a time you did not write yourself. You print one QR code at the delivery area. Whoever takes the delivery scans it, fills in the supplier, the delivery note number and the condition, takes up to five photographs and signs on the screen: the record is time-stamped by our servers and kept in your dashboard with the photographs attached. Nothing to file, nothing to photograph on a phone and then lose. Turn geofencing on and the position is checked as well.
What does the QR code delivery record cost?
The PDF generator is free and needs no account. The QR code delivery record is on the free plan too. What the paid plans raise is volume and retention: how many QR codes you run at once, how many scans per month, and how long the records are kept.
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Ready to get started?
Your first QR code takes about two minutes
✓ No credit card required•✓ free plan for good, or a 14-day trial•✓ Email support, answered by a person