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Delivery Instructions Form

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DELIVERY INSTRUCTIONS FORM

This Delivery Instructions Agreement is entered into by and between the parties identified below for the provision of transportation, handling and delivery of goods in accordance with the terms set forth herein.

Shipper Name:    Consignee Name:

Carrier Name:    Effective Date:

WHEREAS

WHEREAS, Shipper intends to engage Carrier to collect, transport and deliver certain goods described in this form; and

WHEREAS, Carrier has represented that it is duly licensed, equipped and capable of performing the transportation and delivery services in accordance with applicable law and these instructions; and

WHEREAS, the parties desire to set forth the terms, payment, liability allocation and delivery instructions applicable to the shipment identified below.

SCOPE OF WORK

Carrier shall pick up, transport, store (if applicable) and deliver the goods described below in accordance with the schedules and special handling requirements set forth in this form. Carrier shall perform all services with due care, using appropriately trained personnel and equipment, and in compliance with applicable laws and regulations.

SHIPMENT DETAILS

Hazardous Materials Declared: Yes    If yes, UN Number / Class:

PICK-UP INFORMATION

Requested Pick-Up Date:    Earliest Pick-Up Time:    Latest Pick-Up Time:

DELIVERY INSTRUCTIONS

Requested Delivery Date:    Delivery Window:

PAYMENT TERMS

Shipper shall pay Carrier for the services described in this form in accordance with the following terms. All amounts are USD unless otherwise stated.

Late Payment Fee:    Minimum Late Fee:

TERM AND TERMINATION

This Agreement commences on the Effective Date specified above and continues until the completion of the services for the shipment identified herein, unless earlier terminated in accordance with this section.

Start Date:    End Date:

Either party may terminate for material breach if the breaching party fails to cure within the notice period specified above. Termination shall not relieve either party of obligations accrued prior to termination, including payment for services rendered.

CONFIDENTIALITY

Each party agrees that information disclosed by one party to the other in connection with this Agreement that is marked confidential or that reasonably should be understood to be confidential shall be used solely for the performance of this Agreement and shall not be disclosed to third parties except as required by law. Confidential information does not include information that is or becomes generally known to the public other than by breach of this clause.

Confidential Materials Included: Yes

LIABILITY AND INDEMNITY

Carrier shall be responsible for loss or damage to goods occurring while in Carrier's custody, subject to any limits of liability agreed by the parties or applicable law. Each party shall indemnify, defend and hold harmless the other party from third-party claims arising from the indemnifying party's negligence or willful misconduct in connection with the services.

GOVERNING LAW

This Agreement shall be governed by and construed in accordance with the laws of the State of without regard to conflict of law principles.

ENTIRE AGREEMENT

This form, together with any attachments or schedules expressly incorporated herein, constitutes the entire agreement between the parties regarding the subject matter hereof and supersedes all prior or contemporaneous agreements, representations and understandings, whether written or oral.

Shipper Printed Name:

By:

Date:

Carrier/Consignee Printed Name:

By:

Date:

Enter text✕

What the Delivery Instructions Form Is and When It’s Used

A Delivery Instructions Form documents specific handling, routing, and receipt details for a physical shipment or digital release tied to a contract or transaction. It typically specifies recipient name, delivery address, authorized carriers, preferred dates and times, special handling instructions, required signatures or delivery confirmation, and contact information for both sender and recipient. Organizations use this form to reduce delivery errors, ensure compliance with contract terms, coordinate third-party carriers, and provide an auditable record of agreed delivery terms for operational, legal, and billing purposes.

Why a Clear Delivery Instructions Form Matters

A well-completed form reduces misdeliveries, supports contract compliance, and creates an auditable record for disputes and billing.

Why a Clear Delivery Instructions Form Matters

Who Typically Prepares and Uses This Form

Delivery Instructions Forms are completed by logistics coordinators, procurement staff, project managers, and contract administrators before shipments or file releases.

  • Logistics teams coordinating carriers, pickup windows, and proof-of-delivery requirements.
  • Procurement and accounts payable when delivery terms affect invoicing or acceptance.
  • Project managers and site supervisors controlling on-site receipt and staging.

Final responsibility for accuracy rests with the sending party; receiving parties should review and confirm any time-sensitive or special-handling instructions.

Essential Elements to Include in a Professional Form

A professional Delivery Instructions Form groups routing, timing, authorization, and exception handling into clear fields for reliable execution across teams and carriers.

Recipient

Full name and department to ensure the carrier hands delivery to the correct individual or office.

Address

Complete street address, suite or dock number, city, state, and ZIP to avoid carrier routing errors.

Delivery Window

Preferred dates and times plus cut-off times for acceptance and any carrier restrictions.

Carrier Instructions

Approved carriers, account numbers, and specific handling or carrier contact requirements.

Authorization

Name and title of the person authorized to accept or refuse delivery and any required ID checks.

Proof & Exceptions

Required proof-of-delivery type, signature needs, photo evidence, temperature logs, and exception escalation steps.

Step-by-Step: Completing and Issuing the Form

Follow these sequential steps to prepare the form, confirm details, and distribute to carriers and recipients.

  • 01
    Gather Details: Collect recipient, address, contact, and order identifiers.
  • 02
    Specify Handling: Note special instructions, temperature control, or equipment needs.
  • 03
    Authorize: Get authorized signatory approval for delivery terms and charges.
  • 04
    Distribute: Send the finalized form to carriers, warehouse, and recipient contacts.

Required Data Fields at a Glance

Recipient Name: Exact legal/operational name
Street Address: Full address with suite/dock
Delivery Date: MM/DD/YYYY format
Contact Phone: Direct number (XXX) XXX-XXXX
Handling Notes: Fragile, temp, hazardous tags
Signature Requirement: Signed, photo, or none

How to Configure an Online Delivery Instructions Workflow

Set up a repeatable digital workflow that routes the form to approvers, carriers, and recipients automatically.

Field Configuration
Approval Sequence Two-step: manager then logistics
Carrier Notification Email + SMS with PDF attach
Auto-Reminders Send reminders 24 hours before window
Exception Escalation Route to operations within 1 hour

Where the Completed Form Goes and Who Receives It

A clear routing map helps each party know their responsibilities and when they receive the instruction set.

  • Logistics Team: Receives finalized instructions to schedule pickup and assign carrier.
  • Approved Carrier: Receives delivery address, handling notes, and contact details.
  • Receiving Location: Gets arrival window and authorization details for acceptance.
  • Accounts/Finance: Receives proof-of-delivery and billing references for invoicing.

Technical Options for Sharing and Signing the Form

Choose platforms that support PDF, DOCX, or HTML exports and provide secure delivery, access controls, and audit logs.

  • File Formats: PDF, DOCX, and HTML supported
  • Integrations: Salesforce, NetSuite, Google Workspace available
  • Authentication: Email, SMS code, or advanced auth

Ensure the chosen system preserves an unalterable audit trail and meets any industry compliance needs before eSubmission.

Typical Timing and Processing Expectations

Set realistic internal cut-offs and carrier lead times to prevent missed windows and additional charges.

Submission Cutoff:

Submit instructions at least 48–72 hours before requested delivery date.

Carrier Confirmation:

Carrier should confirm pickup within 24 hours of assignment.

Same-Day Requests:

Subject to carrier availability and higher fees.

Proof of Delivery:

Expect signed POD within 24 hours after delivery.

Exception Notification:

Carriers escalate delivery exceptions within one business hour.

Common Mistakes That Cause Delivery Failures

  • Incomplete addresses or missing dock numbers lead carriers to return or reroute shipments, delaying acceptance.
  • No contact phone or incorrect format prevents last-mile coordination and increases missed delivery attempts.
  • Vague special-handling instructions result in mishandling, temperature excursions, or safety violations during transit.
  • Failure to authorize alternate signers causes refused deliveries when the named recipient is unavailable.

Risks and Financial Consequences of Incorrect Instructions

Carrier Fees: Delay and reconsignment fees apply
Contract Breach: Missed deliveries may trigger liquidated damages
Loss or Damage: Insufficient handling increases loss risk
Billing Disputes: Incorrect references delay invoice payment
Regulatory Penalties: Hazmat mishandling can incur fines
Reputation: Repeated failures harm vendor relationships

eSignature Vendor Comparison Relevant to Delivery Instructions

Compare common plan criteria for eSignature providers; signNow is listed first for consistent vendor comparison across enterprise and SMB needs.

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Starting Price $8/user/mo $15/user/mo $14/user/mo $19/user/mo $15/user/mo
Free Trial 7-day free trial Varies by plan Varies by plan Yes, limited Yes, limited
Bulk Send Yes Yes Yes Yes No
Audit Trail Yes Yes Yes Yes Yes
HIPAA Compliant Yes Yes Yes No No

Frequently Asked Questions About Delivery Instructions

Answers to common questions about eSigning, validity, notarization, and correcting delivery instruction errors.


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