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📦 Business & Money Documents

How to Write a Delivery Note in Kenya (2026)

The pain: Your deliveries have no signed note, so there is no proof of what was received when a dispute arises.

The outcome: A signed delivery note that confirms the quantities delivered and received, and stands as proof of delivery.

A delivery note is about quantities, not payment, so keep prices and VAT off it and get the recipient to sign.

Do it with LeadAfrik — free

Delivery Note Generator →

List quantities ordered and delivered with signature lines for proof of delivery, and no prices or VAT. Free.

Invoice Generator →

Raise the eTIMS tax invoice that the delivery note references. Free.

What a delivery note is for

A delivery note accompanies goods to confirm what was delivered and received. It is not a demand for payment and not a tax invoice, so keep prices and VAT off it; it is about quantities. The recipient signs it as proof of delivery.

Fill-in template: delivery note

  • Heading: DELIVERY NOTE | Number | Date
  • Seller/dispatcher name, address, contacts
  • Buyer/consignee name, delivery address, contact
  • Related order / quotation / invoice number
  • Line items: Description | Qty ordered | Qty delivered | Unit | Condition/remarks
  • Vehicle / driver details (optional)
  • Delivered by (name, signature)
  • Received by (name, signature, date, stamp)

Common mistakes to avoid

  • No recipient signature or date, so there is no proof of delivery.
  • Quantities not matching the order or invoice.
  • Putting prices or VAT on it.

Ready to act? Use these free tools

Delivery Note Generator →

List quantities ordered and delivered with signature lines for proof of delivery, and no prices or VAT. Free.

Invoice Generator →

Raise the eTIMS tax invoice that the delivery note references. Free.

Questions people ask

Should a delivery note show prices?

No. A delivery note is about quantities, not payment. Keep prices and VAT off it, as it is not a demand for payment and not a tax invoice.

What makes a delivery note valid proof of delivery?

The recipient signs and dates it. Without the recipient's signature and date there is no proof of delivery.

What is the difference between a delivery note and an invoice?

A delivery note accompanies goods to confirm what was delivered and received, listing quantities ordered and delivered. An invoice demands payment. The quantities on the delivery note should match the order and invoice.

Official sources

Read next

🧾 Business & Money DocumentsKRA tax invoice (eTIMS)A valid eTIMS tax invoice with the CU serial, CU invoice number and scannable QR code that your customers can claim against tax.📝 Business & Money DocumentsProfessional quotationA clear priced offer with a validity date and stated VAT terms that converts to a sales order and then a proper eTIMS invoice.🧾 Business & Money DocumentsPayment receiptA clear official receipt issued the moment payment lands, referencing the invoice and payment method, with the balance shown.

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