Freight document template
Proof of Delivery (POD) Form
Open a proof of delivery form in your browser, record the delivery and any exceptions, add the receiver's signature and download it as a PDF. No account is needed.
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- No account needed
- Download as PDF or print
What is a proof of delivery?
A proof of delivery (POD) is the signed record that a shipment reached its destination. The receiver signs and dates it, usually on a delivery receipt or on the bill of lading, which confirms who received the freight and when.
Carriers send the POD to the broker or shipper with their invoice, and many customers will not release payment until they have it. Note any damage or shortage on the POD before the driver leaves, because a clean signature can be read as the freight arriving in good order.
What goes on a proof of delivery
- Reference numbers
- The BOL number, PO number and load number, so the POD matches the shipment.
- Delivery date and times
- The date, the time the driver arrived and the time the driver left.
- Consignee and address
- The receiving company and the delivery address.
- Carrier and driver
- Carrier name, driver name and the truck and trailer numbers.
- Quantity delivered
- The number of pieces or pallets delivered, compared with what the paperwork says.
- Condition of the freight
- Whether the freight was delivered complete, or whether damage or a shortage was noted.
- Exceptions and notes
- A written note of any damage, shortage, refusal or delay.
- Receiver signature
- The receiver's printed name, signature, and the date and time of signing.
How to fill out a proof of delivery
Open the template
Select Fill out a proof of delivery. The form opens in the editor, ready to fill in. You do not need an account.
Add the references
Click each field and type the BOL, PO and load numbers, the delivery date and the arrival and departure times.
Record the delivery
Enter the consignee, address, carrier, driver and the quantity delivered.
Note the condition
Mark whether the freight arrived complete or with damage or a shortage, and write down any exceptions.
Get it signed and download
Add the receiver's printed name, signature and the date and time, then download the POD as a PDF or print it.
Proof of delivery questions
What is a proof of delivery?
A proof of delivery is a signed record that a shipment was delivered. It shows who received the freight, the date and time, the quantity delivered and any damage or shortage that was noted at the time.
Who signs a proof of delivery?
The person receiving the freight at the delivery location signs it. The driver then keeps the signed copy to send to the broker or shipper with the invoice.
Why do brokers and shippers ask for a POD?
It is the evidence that the load was delivered. Brokers and shippers commonly want it before they pay an invoice, and it is useful if there is a later question about whether or when the freight arrived.
What should I do if the freight is damaged or short?
Write the damage or shortage on the POD before the driver leaves, take photos if you can, and tell your broker or dispatcher straight away. Noting it at delivery is much easier than raising it afterwards.
Is a bill of lading the same as a proof of delivery?
They are different documents, although a signed bill of lading is often used as the proof of delivery. The bill of lading describes the shipment, and the proof of delivery confirms the freight was received.
Can I use a photo of a signed paper POD?
You can upload a photo or PDF of a signed paper document to the editor instead, using the upload option on the document editor page.
Ready to fill out your proof of delivery?
Open the template, fill it in, sign it and download it as a PDF.
Or upload your own file