How to fill in this delivery receipt
- 1Business name
e.g. Pacific Packaging Supply Inc. - 2Business address
e.g. Lot 7, Gateway Complex, Valenzuela City - 3TIN line
e.g. VAT REG. TIN 207-334-918-00000 - 4DR number
e.g. DR-0004719 - 5Date
e.g. November 12, 2026 - 6Deliver to
e.g. Bautista Food Corp.
Recording a rejected delivery
When part of a delivery is damaged, short, expired or not what was ordered, the receiver accepts the rest and returns the rejected items with the driver. Write the returned quantity and the reason on the same DR, so the supplier, the buyer and the driver all sign one record of what was accepted.
The paper works out the accepted quantity for each line. The supplier invoices only what was accepted, or issues a credit memo if the invoice went out first.
What a delivery receipt should show
A DR is checked at the gate, at the receiving dock and in accounting. Each one looks for something different.
- Your business name, address and TIN, and a DR number that follows your last one.
- The date, and the customer's PO number so accounting can match the order.
- Where it is delivered, and the person to receive it.
- Each item by quantity, unit and a description the receiver can check by eye.
- "Received the above in good order and condition", with the receiver's signature, printed name, date and time.
- The driver's name and the truck's plate number.
At the receiving dock
Count before you sign. Once the receiver signs "in good order and condition", a shortage or a damaged box found later is the buyer's problem to prove.
- Count each line and open a few boxes; check expiry dates on food and medicine.
- Write any shortage or damage on the DR before signing — not on a separate note.
- Keep one signed copy; the driver brings the other back to the supplier.
Questions people ask
Who decides what happens to returned items?
Agree it with the supplier and write it on the DR: replaced on the next delivery, or credited — taken off the invoice or covered by a credit memo. The driver signs that the returns were taken back.
Is a delivery receipt the same as a sales invoice?
No. Under the BIR's invoicing rules a delivery receipt is a supplementary document: it proves the goods arrived, not that they were sold or paid for. Bill with your BIR-registered sales invoice, and keep the footer line "This document is not valid for claim of input tax" on the DR.
Who should sign the delivery receipt?
Whoever released the goods at your warehouse, the driver (with the truck's plate number) and the customer's receiving staff, who writes the date and time received. The signed copy comes back to you as proof of delivery; the customer keeps a copy.
Should a DR show prices?
Usually not. The DR goes through many hands — drivers, guards, receiving clerks — and only needs quantities and descriptions. Prices belong on the quotation, the purchase order and the sales invoice.
Can I keep my business details for the next delivery?
Yes. Save the DR to My Desk; next time open it, change the number, the customer and the items, and download. Saved papers are encrypted — we never read them.
This page explains common practice and is not legal advice. Offices set their own rules — when in doubt, call ahead or ask your notary or lawyer.