Packing slip vs delivery note: what it is and what to put on it
A packing slip travels with the goods and lists what is in the shipment, so the person receiving it can check that everything arrived. In different countries and trades it is called a delivery note, a dispatch note, a Lieferschein (Germany) or an albarán (Spain). This guide explains what belongs on it, what does not, and how it fits with the invoice.
One document, many names
"Packing slip" is the usual term in online retail; "delivery note" is common in the UK and in business-to-business supply. They do the same job: a list of the goods in a delivery, without (or with) prices, that the recipient can check against what arrived and, in B2B, often sign. In Germany the equivalent is the Lieferschein; in Spain, the albarán (an "albarán valorado" shows prices, an "albarán no valorado" does not). Our German guide to the Lieferschein and Spanish guide to the albarán cover the local practice in more depth.
What to put on a packing slip
- Sender name and address (your business or the warehouse).
- Delivery address and the recipient's name.
- Order number that matches the customer's order confirmation or purchase order.
- Ship date (or delivery date).
- One line per item: description, SKU or article number, and quantity.
- If something is missing from the box, which items are back-ordered and when they will follow.
- Optional: handling notes, number of parcels ("box 1 of 2"), and a line for the recipient's signature in B2B deliveries.
The packing slip generator has fields for all of these: sender, ship-to, order number, date, item lines with SKU and quantity, and notes.
A filled example
| Item | SKU | Qty |
|---|---|---|
| Stoneware mug | MUG-01 | 2 |
| Teapot 1 L | TPT-03 | 1 |
| Cork coaster | CST-02 | 4 |
Order ORD-1042, shipped 2026-10-27 from the shop's warehouse to the customer. The slip lists three lines, seven items in all, and no prices. If the teapot had been out of stock, the note would say "Teapot TPT-03 back-ordered, ships separately" instead of listing it as included.
Should a packing slip show prices?
Usually not. Leave prices off when:
- the parcel is a gift going to someone other than the buyer;
- you ship on behalf of another seller (drop-shipping), whose prices you should not reveal;
- the people unpacking (a warehouse, a building site) only need to count, not to price.
Show prices when the slip doubles as the basis for invoicing in B2B (a priced delivery note), or when the customer specifically asks for it. The packing slip generator produces the unpriced version; for a priced document use the invoice generator.
Packing slip, invoice, packing list, bill of lading
| Document | Who issues it | What it is for | Prices? |
|---|---|---|---|
| Packing slip / delivery note | Seller or warehouse | Lets the recipient check the contents of a delivery | Usually no |
| Invoice | Seller | Requests payment; a tax document | Yes |
| Packing list | Shipper | Details packages (dimensions, weights, contents) for carriers and customs | No |
| Bill of lading / consignment note | Carrier | Receipt for goods taken for transport and the contract of carriage | No |
| Purchase order | Buyer | Places the order, before delivery | Yes |
A packing slip is not a customs document. International shipments outside a customs union normally need a commercial invoice and a customs declaration; ask your carrier which documents your shipment needs.
How long to keep delivery notes
This depends on your country's record-keeping rules. Germany is a useful example because the law was changed to address delivery notes directly. Under § 147 Abs. 3 AO, delivery notes that are not accounting vouchers (Buchungsbelege) only have to be kept until the invoice is received (for delivery notes you received) or sent (for delivery notes you sent). If a delivery note is used as an accounting voucher, the voucher retention period of eight years applies instead.
Elsewhere, check your tax authority's guidance. Where the delivery note is part of the evidence for a sale or a purchase, keeping it with the invoice for the same period as your other business records is the safe approach.
Mistakes that cause problems
- Order number mismatch. The number on the slip should be exactly the one the customer has in their confirmation email or purchase order.
- Listing what was ordered instead of what was packed. If something is short, say so; otherwise the customer thinks it was lost in transit.
- Prices on a gift order. Check before printing.
- No slip in multi-parcel deliveries. Put a slip in each parcel, or mark "box 1 of 2" so the recipient knows another is coming.
Where to put it
Inside the box, on top of the goods, or in a clear "documents enclosed" pouch on the outside. For B2B deliveries that need a signature, print two copies: one stays with the recipient, the signed one comes back to you as proof of delivery.
Frequently asked questions
Is a packing slip legally required?
Generally there is no rule that every shipment must contain one; it is a practical document. Specific trades, transport rules or customer contracts can require a delivery note, and customs require their own documents for international shipments.
Is a delivery note the same as an invoice?
No. A delivery note lists what was delivered; an invoice asks for payment and has its own legal requirements. Some businesses send several delivery notes and then one invoice for the month.
What is the difference between a packing slip and a packing list?
A packing slip is for the recipient and lists the items. A packing list is for carriers and customs and details the packages, often with weights and dimensions.
Does the customer have to sign the delivery note?
Only if you or your contract require proof of delivery. A signed copy is useful evidence if the customer later says goods were missing.
Sources: § 147 AO — Ordnungsvorschriften für die Aufbewahrung von Unterlagen