Routing & Delivery · PDF template
Free Proof of Delivery (POD) Form
A proof-of-delivery form the driver completes at each stop: capturing the signed, dated confirmation that the consignee received the goods, plus any shortage or damage noted at the door. Use it alongside our fleet calculators to size the costs this template tracks, or browse fleet management software when you are ready to automate the workflow. See all downloads in the template library, and check the fleet glossary for any unfamiliar terms.
Built and reviewed by the FleetOpsClub research team. Preview it free below.
- A shipment header tying the POD to the load, order, and BOL numbers
- Itemized received-quantity lines so the consignee can confirm or short each item
- A condition section to flag damage, shortage, or refusal before the driver leaves
- Consignee name, signature, and date/time blocks: the legal heart of the POD
- Editable CSV. Yours to keep
- Print or save as PDF
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How to use it
- 1
Fill the header with the load, order, and BOL numbers before arriving at the stop.
- 2
At the door, walk the consignee through the itemized lines and confirm quantities received.
- 3
Note any damage, shortage, or refusal in the condition section with a brief description.
- 4
Have the consignee print, sign, and date the receipt; record the delivery time.
- 5
Retain the signed POD: it's your evidence the goods were delivered and your trigger to invoice.
What's inside
- A shipment header tying the POD to the load, order, and BOL numbers
- Itemized received-quantity lines so the consignee can confirm or short each item
- A condition section to flag damage, shortage, or refusal before the driver leaves
- Consignee name, signature, and date/time blocks: the legal heart of the POD
- An editable layout you can brand with your carrier details
Preview the template
Here's a real sample of the layout — the actual columns and structure you'll work in. The complete template, plus the editable spreadsheet, unlocks the moment you enter your email.
Preview
Proof of Delivery (POD) Form
Shipment Details
- Carrier / Company name
- Load / Order number
- Bill of lading (BOL) number
- Consignee name & address
- Delivery date
- Delivery time
Items Received
+4 more fields in this section
Condition & Exceptions
+4 more fields in this section
Acknowledgement
+4 more fields in this section
Frequently asked questions
Quick answers to the questions buyers usually ask once the category, software, or rollout details start getting more specific.
A proof of delivery (POD) is the document a consignee signs to confirm they received a shipment. It records what was delivered, in what condition, and when, and serves as the carrier's evidence that the delivery was completed.
Most carriers can only invoice once a signed POD is on file, and many customers won't pay against a delivery they can't see was received. A clean, signed POD is the document that releases the invoice.
Note the exception on the POD before the consignee signs and have them acknowledge it. A signature on a POD with a noted shortage protects both parties; a clean signature on damaged freight creates a dispute later.
Electronic and photo PODs are widely accepted and often preferred for speed, but acceptability can depend on your customer contracts and jurisdiction. Confirm requirements with your customers rather than assuming.