Proof of Delivery Templates for Successful Deliveries

Let’s play a quick game where you will get a point for every YES. Ready?

Is your product top-notch? YES

Have you marketed it well? YES 

Are orders pouring in? YES

Are your deliveries always on time? YES 

Scored four points, well played! 

Now comes the final question – 

Are you documenting your deliveries electronically?

If your answer is NO, you’ve lost a crucial point!

Wondering why?

It’s because retrieving your proof of delivery from a heap of paperwork can not only be time-consuming but also leave your business prone to false claims of undelivered items.

This is where digital proof of delivery templates come in handy. They not only save you hours of sorting your physical documents but also minimize your costs of unnecessary refunds or replacements due to fake ‘undelivered’ or ‘tampered’ complaints. 

So, if you are looking to streamline and digitize your proof of delivery collection, this blog is for you. It lists the best templates for proof of delivery (POD) that you can consider. 

But first, let’s begin by understanding what POD is and what’s the purpose of it.

What is Proof of Delivery (POD)?

A Proof of Delivery (POD) is an acknowledgment that the ordered product(s) have successfully reached your intended destination or customer. It acts as evidence to confirm successful deliveries and also backtrack delivery details if required. 

Businesses across the globe use different types of delivery receipt formats as follows.

1. Using pen & paper

The traditional approach to creating proof of delivery is using the delivery receipt form. In this, your drivers ask your intended recipient to sign a proof of delivery form. They then give away one copy of the receipt to the customers, capturing essential delivery details.

The other copy is for the delivery business, where they can record the successful delivery transaction, including detailed information. However, with the advent of digitization and increasing demand for contactless deliveries, paper delivery receipts are slowly becoming obsolete.

2. Digital signature

A solid alternative for printable delivery receipts is the digital or PDF format of the proof of delivery document. Your delivery person signs the digital proof of delivery using the mobile devices or can provide proof using a one-time password generated on their mobile devices during delivery.

Your customers automatically receive a copy of the delivery receipt via email, and you can save it on your in-house servers, which can be accessed anytime.

3. Photo

A robust alternative for situations when the receiver is not available at the delivery destination is for your delivery person to take a photo to show the delivery details, such as when the item was delivered, the delivery address, and the accurate time of delivery.

You can share this photo with your customers as proof of delivery to boost their trust and enhance their overall customer experience. It can also help you avoid unreasonable customer claims of failed deliveries.

What is the Main Purpose of POD?

The key focus of a delivery receipt is to provide your customer with up-to-date delivery information and ensure that their order has been delivered successfully. 

It provides digital or paper trails to protect your business against customer disputes or credit card chargebacks.

Businesses can reap multiple benefits by providing customers with proof of delivery.

1. Improve Delivery and Shipping Accuracy

POD confirms that the shipment has arrived at the desired location, and the items were delivered successfully in the package.

You can also see that the customers have received the order and the details of the order deliveries, which can help you prevent misunderstandings.

It can improve the accuracy of shipping and delivery, and the confirmation team can ensure minimal discrepancies in the delivery process.

2. Enhance customer experience

Using a professional delivery receipt template helps you get better visibility of your order status. It can help you improve your delivery service based on the data that delivers a quality customer experience.

Goods delivery receipt that contains all the necessary information about the deliveries and the legally binding electronic signatures of the customer can minimize the friction between the delivery business and the customer.

3. Settle disputes

A delivery ticket can help your delivery company settle disputes with your clients or other delivery companies to minimize business troubles. You can show the proof of delivery to legal professionals and avoid troublesome situations that can hamper the delivery brand image.

The proof of delivery can also avoid situations where the driver might lose the package or mark the package as delivered without arriving at the delivery target.

You can avail of these benefits if you include the basic required elements on your delivery ticket template.

What Do Proof of Delivery Templates consist of?

Elements like detailed information about the package, delivery details, and proof of delivery provide a great value to the customers and your company.

You must provide your customers with the information to connect the packages with the delivery they received. This will help protect your company from future disputes and give customers peace of mind.

Following are the basic components that you should include in the proof of delivery.

1. Seller information

Include the company name, telephone number, business address, and other contact information, such as the email address, in your delivery receipts, which can increase the reliability of the proof of delivery.

The detailed seller information shows that the order is from the desired sources, which enables the customers to contact the seller in case of a problem.

2. Order number

The reference or order number enables your company and customers to identify the order or items delivered in case of a problem with the package or if the delivery goes missing.

The order number can easily help your company track the details of the shipping process in your system and deliver quality customer support to boost your clients’ overall delivery experience.

3. Shipment address

The shipping address on the proof of delivery shows where your order needs to be delivered. This can help minimize delivery problems, such as customers’ unavailability at a specific destination or an order being sent to the wrong shipping address.

The shipment address can guide your delivery team to ensure that the deliveries are accurate and on time, boosting the quality of the delivery process.

4. Order description

Include your order’s contents in the packaging list on the delivery receipt. This can help you resolve customer disputes, such as when the packages’ products don’t match the descriptions or something goes missing.

The order information/description can help you determine the complete order and what items you need to ship to your customer.

5. Billing details

The billing information includes the details of the payment received from the clients and the specific destination where the package must be delivered.

These billing details can be used when the customer raises a dispute, which leads to credit card chargebacks. You can use your customer’s billing information to help save time and provide clear evidence for reverse payments.

6. Time and date

The data and time of the order are important for the delivery confirmation. You can use the information to get detailed information about the delivery.

If you use paper delivery receipts, your delivery driver can fill in the time and data and then get it signed by the receiver. If you use electronic delivery receipts, the system can automatically set the delivery date and time when your driver finalizes the proof of delivery.

7. Client’s signature

The proof of delivery must include an e-signature or physical signature that can be used as a successful delivery confirmation. This e-signature acts as a proper record of successful delivery in the form of electronic proof.

Your recipient’s signature is important to ensure that the consignment is delivered to the desired delivery address and the concerned person has received it. A signature tool offers multiple options that you can use to fill in the signature field from your client.

3 Best Templates for Proof of Delivery

You can use multiple proofs of delivery templates available in the industry, but there are a few basic and professional templates that you must consider first.

1. Professional proof of delivery template

The proof of delivery template includes basic details about your company, data, invoice number, address, email address, and phone number. It contains all the vital information required in a quality POD template useful for your business.

It is simple to use, with no complexities in the customization process. You can add the required details based on the individual order and use it for the manual delivery process. The printable delivery receipt template can help you increase your business efficiency and minimize the extra efforts.

2. Delivery receipt form template for bulk orders

The form can help dispatch managers quickly fill out the electronic delivery receipt to indicate the quality, content, and weight of the bulk order packages. Your recipient’s signature field in the delivery receipt ensures that the package was received in great condition, ultimately contributing to a successful delivery.

This delivery form template is ideal for B2B delivery service operations and can minimize the hassle of creating a delivery receipt.

3. Simple proof of delivery template

A straightforward and simple delivery receipt template can help you swiftly enter the description, quantity, invoice numbers, and consignor/seller’s contact details.

You can use it to complete different local individual orders for quick processing.

Select one of the professional proof of delivery templates and create a professional POD for your delivery business.

But if you don’t like any of the listed template examples, you can also create your proof of delivery template using Microsoft Word or different professional software that can help you simplify the process.

Reduce Your Delivery Time Using Upper’s ePOD

Upper Route Planner is a leading route planning and optimization software offering more than just an ePOD feature for your delivery business.

How does Upper’s ePOD work?

Upper’s ePOD feature helps you capture paperless data and ensures that you can collect signatures and photos for successful deliveries within seconds.

5 steps for your drivers to use ePOD

Step 1. Install the Upper Route Planner driver application on your mobile device.

Step 2. On completing a delivery, they can mark it ‘Completed’

Step 3. Your driver can then click the ‘Successful Delivery’ option to open the screen with that name. Under ‘How did you make the delivery?’, your driver can check one or more of the following options.

• Delivered to the intended customer
• Delivered as per instructions
• Delivered to another person
• Package delivered to mailbox
• Other

Step 4. Scrolling down this screen allows them to capture or upload photos of items delivered in ‘Add Photos’. Similarly, they can collect the customers’ signatures in ‘Add Signatures’ as reliable proof of delivery. They can also add a delivery note to communicate relevant information with your customer or internal team.

Step 5. The Upper Route Planner (Driver) app also lets your drivers add custom fields to fill in information about your unique delivery business requirements. Depending on the information, these fields can be numeric, alphanumeric, or characters.

The ePOD software provides the following benefits.

• Real-time data for package delivery.
• Improves driver reporting and accountability.
• Pictures can be used as reliable communication to understand where the package was left.
• Drivers can add relevant notes for additional information.
• No delivery paperwork.
• Notifies dispatchers and admins regarding successful delivery

These benefits can help your drivers simplify the multiple-stops routing process and deliver an excellent customer experience.

So, avail the 7 days trial period now and transform your delivery business.

Proof of Delivery Templates: Speedy and Reliable Delivery Confirmations

Using a professional proof of delivery document can help you maintain proper records and streamline your delivery management process. It also acts as verifiable evidence to safeguard your business against fake delivery attempts or claims regarding undelivered items. 

Leveraging proof of delivery templates can help you reduce your time in creating this document and expediting your delivery process. So, it is time for you to utilize POD templates to confirm your deliveries and enhance your customer’s experience.