Free proof of delivery template: delivery receipt with exceptions

In short

A proof of delivery is valid when it carries the receiver's signature, the date and time, the shipment identification, and any exceptions noted at the moment of delivery. This form puts those four on one page, adds the facility times that a detention claim needs, and reminds the driver to photograph the signed page before leaving.

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Filled example

PROOF OF DELIVERY

Delivery receipt | Load 884201 · BOL NF-2026-09114 · PO 44819 · Carrier Trinity Bend Freight LLC · Driver Marcus Hill

Delivered to

ConsigneeRaloworth Grocers DC9800 Commerce Pkwy, Dallas, TX 75247

ShipperHalenholm Foods, Elizabeth, NJDelivery appointmentTue Sep 15, 2026 · 13:00

Times (recorded by the facility)

Arrived at facility	Checked in	Unloading started	Unloading finished	Departed
12:41	12:48	13:20	14:35	14:50

Freight received

Handling units expected	Handling units received	Pieces expected	Pieces received	Weight (lb)	Seal no. · intact
24 pallets	24 pallets	1,152 cases	1,149 cases	38,400	004518 · intact ☒

Exceptions (note at the time of delivery; concealed damage is much harder to claim later)

Type	Qty	Description · disposition (accepted, refused, held for inspection)
Over
Short	3	3 cases short on pallet 17, noted on BOL
Damaged
Refused

☐ No exceptions: the shipment was received complete and in apparent good order.

Receiver. I acknowledge receipt of the freight described above, subject to the exceptions noted.

Receiver signature · printed name · date · time

Driver. The exceptions above were noted in my presence.

Driver signature · printed name · date

After signature

Photograph this whole page and send it to [email protected] or reply to the status text before leaving the facility. Payment terms run from receipt of this document.

Template by LogiPilot · logipilot.ai/templates/proof-of-delivery

In most truckload moves the delivery copy of the bill of lading serves as the POD. This standalone form is for carriers and brokers who want the times and the exceptions captured in a fixed layout, and for receivers that do not stamp BOLs. The example shows a delivery three cases short, noted at the dock, which is how a claim should start.

The line at the bottom is the one that saves accounts payable a week: the driver photographs the signed page and sends it before leaving the facility, and the invoice can be audited the same day.

Field by field

Terms on this document

FAQ

Questions about the proof of delivery template.

Is a photo of a signed POD acceptable?

For nearly every shipper and carrier agreement, yes, as long as the whole page is legible: the signature, the date and time, the references and the exception notes. Some shippers still want originals for high-value claims; the photo gets the invoice moving in the meantime.

What should the receiver write if something is wrong?

The exact count and what is wrong: "3 cases short, pallet 17", "2 cartons crushed, refused". Vague notes ("damaged") are argued about later; specific ones settle claims. Damage found after a clean signature becomes a concealed damage claim, which is much harder to collect.