What is a proof of delivery (POD)?

Without a POD, "it never arrived" is hard to disprove. With one, a dispute becomes a short conversation about what the paper says.

Why a proof of delivery matters

• It supports the invoice. Many buyers will not pay until delivery is confirmed.
• It settles disputes. Short quantities, damage and late delivery are all judged against it.
• It protects the carrier and the seller. It shows when the goods were handed over, and in what condition.
• It helps with claims. An insurer or carrier will ask for the record of condition at delivery.

What a POD should show

• The order or purchase order number and the delivery note number.
• The delivery date and time.
• The delivery address.
• The goods and quantities delivered, matching the packing list.
• Any damage or shortage noted at the time.
• The receiver's name and signature.

For international shipments, the bill of lading and the commercial invoice come with the goods. The POD is what comes back.

How it works

1. The goods leave with a delivery note listing what is on board.
2. At the destination, the receiver checks the goods against the note.
3. Any shortage or damage is written on the note before signing.
4. The receiver signs and dates it, on paper or on a screen.
5. A copy goes back to the seller, or to the carrier who passes it on.

The note on the form matters. A signature with no remarks is usually taken as evidence that the goods arrived in apparent good order, which makes damage found later harder to claim.

An example from product sales

Say a chemicals distributor delivers 12 drums of solvent. The driver counts them with the receiver, who spots one damaged drum, writes "1 drum dented, leaking" on the note and signs. The distributor's rep gets the photo of that note the same day.

The invoice is raised for 11 drums, or for 12 with a credit note for the damaged one, and the claim goes to the carrier with the note as proof. Without that note, nobody could say where the drum was damaged.

Common mistakes

• Signing without checking. Count first, then sign.
• Not noting damage on the document. Remarks made later are weaker.
• Losing the copy. File it the day it arrives.
• Invoicing before it arrives. Wait for the POD if your terms say so.

Related terms

• Bill of lading: the carrier's receipt and contract for the goods.
• Packing list: what is in each package.
• Commercial invoice: the bill for the goods.
• Sales order: the order the delivery fulfils.
• Net 30: payment terms counted from the invoice date, or sometimes from delivery.

How PromptLab handles it

Save the signed POD in the account's Files tab, with the delivery date in the sales order's note. Invoices are created from a sales order, and a task can remind the rep to chase a missing signature. Messages from the buyer about the delivery sit in the same account's Inbox threads.

Frequently asked questions

What is a proof of delivery?

It is a signed document that confirms the buyer received the goods, with the date, quantity and condition.

Who signs a proof of delivery?

The person receiving the goods at the destination, such as a warehouse worker or the buyer's staff. The carrier's driver usually collects it.

Is a POD the same as a delivery note?

No. The delivery note travels with the goods and lists what was sent. The POD is the signed copy that confirms what was received.

How long should I keep proof of delivery records?

Keep them at least as long as the invoice can be disputed, and as long as your accountant or local rules require. Store them with the order.

What if the buyer refuses to sign?

Note the refusal and the reason on the document, with the date and time, and tell the seller straight away. A photo and a message trail can support the record.