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Logistics · free template

Proof of Delivery Form

Digital proof of delivery from the driver's phone: recipient, condition, photo and signature.

A ready-to-use logistics & field ops form for carriers, couriers and operations teams: 8 questions, 1 page, 4 conditional rules.

Questions
8
Pages
1
Layouts
card · classic
Conditional rules
4
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Live preview and test console

This is the real form. Answer it to test the 1 conditional rule — nothing is sent or stored.

Proof of delivery

Attach a file up to 10 MB.

Any file type up to 10.0 MB (larger files are rejected) · uploads are saved on the live form

Draw your signature with a mouse or finger.

This form does not provide financial, tax or legal advice. Any figures shown are indicative only and are not an offer of credit or a guarantee of terms. Please seek advice from a regulated adviser before making a decision.

1 question is hidden by conditional logic right now — change an answer above to reveal it.

Compliance checklist

Ready to publish
  • Payment items priced — passingEvery payment question charges a real amount, so a submission always records a payment.
  • Conditional logic resolves — passingEvery rule points at a question or page that exists in this template.
  • Financial disclaimer present — passingThis form does not provide financial, tax or legal advice. Any figures shown are indicative only and are not an offer of credit or a guarantee of terms. Please seek advice from a regulated adviser before making a decision.
  • Question labels unique — passingLogic and exports address questions by label, so duplicates are ambiguous.

What happens after submit: nothing is stored in this preview. On your own copy, every response triggers an instant email notification and lands in your response dashboard, ready to export or forward.

Happy with it? Take a copy into your workspace — every question, rule and setting comes with it.

Who this template is for

Proof of Delivery Form is built for carriers, couriers and operations teams who need to record consignment detail and proof at each handover.

  • Carriers, couriers and operations teams working in logistics & field ops.
  • Teams who need to record consignment detail and proof at each handover without writing code or paying for a custom build.
  • Anyone replacing disputes with no record of what was collected or delivered with one structured record per enquiry.
  • Respondents are shippers, drivers and warehouse staff — the form asks them 8 questions across 1 screen.
  • Mobile-heavy audiences, thanks to the one-question-per-screen card layout.

Why this form is useful

It removes the cost of disputes with no record of what was collected or delivered and turns each submission into a record your team can act on immediately.

  • 5 questions are required, so submissions arrive complete instead of needing a follow-up email.
  • It accepts a document or photo upload as evidence.
  • It records a signature you can keep as proof of agreement.
  • Conditional logic hides 4 questions until they are relevant — shorter forms convert better than long ones.
  • Every response is stored, searchable and exportable, so nothing depends on one person's inbox.

How to use this template

From copy to live form is a few minutes of work, and every step is reversible.

  1. 1Press “Use this template” — a fresh copy of Proof of Delivery Form lands in your workspace, ready to edit.
  2. 2Rename or delete any question, and change what is required. Nothing here is fixed.
  3. 3Open Notifications and add the email addresses that should be alerted on each submission; add an auto-reply to the respondent if the form collects an email address.
  4. 4Check the upload limits on the file question so respondents can attach what you actually need.
  5. 5Publish it, then either share the link directly or paste the embed snippet into your site — the embedded form resizes to fit and loads no marketing or advertising trackers.
  6. 6Watch responses land in Submissions, where you can filter, label and export them to CSV or PDF.

Logic and conditions blueprint

Exactly how this form behaves as it is answered — 4 conditional rules ship with it.

  • Features conditional validation: if “Condition on arrival” is Damaged, “Photo at the door” becomes mandatory before the form can be sent.
  • Features conditional validation: if “Condition on arrival” is Damaged, “Notes” becomes mandatory before the form can be sent.
  • Features advanced show logic: if “Delivered items confirmed” is No, the form dynamically exposes “What is missing?”. Otherwise that question never appears.
  • Features conditional validation: if “Delivered items confirmed” is No, “What is missing?” becomes mandatory before the form can be sent.
  • All 4 rules are editable in the Logic tab, and the built-in checker warns about rules that contradict each other.

About this template

A paper delivery note has to survive a wet cab, a scanner and a filing cabinet before it can settle an argument, which is why so many invoices are queried and so few notes can be produced. This form does the same job from the driver's phone in under a minute, and the record exists the moment it is submitted. Seven questions is the deliberate ceiling: reference, recipient, a confirmation that the items listed were delivered, condition on arrival, an optional photo at the door, notes, and the recipient's signature. The two conditional rules protect the claims position: damaged goods require both a photograph and notes, and an unconfirmed delivery requires the driver to state exactly what is missing before the vehicle leaves. Because every submission is timestamped, disputes about when a delivery happened stop being a matter of recollection, and the record attaches cleanly to any subsequent damage claim.

What this form asks

Every question is editable — rename it, make it optional, or delete it entirely.

Confirm delivery

  • Delivery referencerequired
  • Recipient namerequired
  • Delivered items confirmedrequired
  • What is missing?
  • Condition on arrivalrequired
  • Photo at the door
  • Notes
  • Recipient signaturerequired

8 questions in total.

How the form changes as it's filled in

This template ships with 4 conditional rules, grouped into 3 behaviours driven by 2 questions. Everything below is already set up — edit or delete any rule once the template is in your workspace.

Driven by “Condition on arrival”

  • Makes answers required

    If “Condition on arrival” is Damaged, “Photo at the door” and “Notes” become required before the form can be submitted.

Driven by “Delivered items confirmed”

  • Reveals questions

    If “Delivered items confirmed” is No, the form reveals “What is missing?”.

  • Makes answers required

    If “Delivered items confirmed” is No, “What is missing?” becomes required before the form can be submitted.

Set it up step by step

  1. 1

    Capture the signature at the door

    A signature collected later, or by the driver on the recipient's behalf, is worth nothing in a dispute.

  2. 2

    Photograph every unattended delivery

    Where goods are left in a safe place, the photo is the delivery evidence.

  3. 3

    Record the recipient's actual name

    "Received" with no name is the weakest possible proof and the easiest to challenge.

  4. 4

    Feed exceptions straight into claims

    Any damaged or short delivery should raise a claim the same day using this record.

Mistakes to avoid

  • Marking condition as good by habit, which undermines any later damage claim by the customer.
  • Skipping the photo on unattended deliveries and relying on the driver's memory of where it was left.
  • Using a delivery reference the office cannot match to a booking.

What it pairs with

Most teams don't run this form on its own. These are the forms and systems it sits next to.

What to do with the responses

Attach the signed record to the invoice, notify the customer of completion, and raise a claim immediately where damage or shortage was recorded.

Works in both layouts

Browse card templatesBrowse classic templates

Forms that overlap this one

These pages cover the same subject ground as the proof of delivery form, matched on the words people actually search for.

Privacy & compliance

This form collects health information. Keep access limited to the people who need it, turn on encrypted answers for the clinical questions, and set a retention window so records don't sit in the dashboard forever.

Frequently asked questions

Is an electronic proof of delivery accepted?

Yes — a timestamped digital record with a signature and photo is stronger evidence than a scanned paper note.

What if nobody is available to sign?

Record the recipient as unattended, photograph the location and describe it in the notes.

Can it work with poor signal?

Complete it at the door and submit when signal returns; keep photos small so the upload succeeds first time.

How does it link to claims?

The Delivery Damage Claim asks for a proof of delivery copy — this record is that document.

Is the Proof of Delivery Form template free to use?

Yes. You can preview and test Proof of Delivery Form on this page without an account, and take a copy into your own HelloForms workspace on the free plan. There is nothing to install and no card required to publish it.

What does the Proof of Delivery Form template ask for?

It asks 8 questions across 1 page, 5 of which are required. Every question is listed in full further down this page, and each one can be renamed, reordered, made optional or deleted after you copy the template.

Can I edit the Proof of Delivery Form form after copying it?

Yes — the copy is entirely yours. Change wording, add or remove questions, switch between the card and classic layouts, restyle it to match your brand, and set who gets notified on each submission.

How does the conditional logic in this logistics & field ops form work?

4 conditional rules ship with the template: Features conditional validation: if “Condition on arrival” is Damaged, “Photo at the door” becomes mandatory before the form can be sent. Features conditional validation: if “Condition on arrival” is Damaged, “Notes” becomes mandatory before the form can be sent. Features advanced show logic: if “Delivered items confirmed” is No, the form dynamically exposes “What is missing?”. Otherwise that question never appears. All rules are editable in the Logic tab.

Where do responses to the Proof of Delivery Form form go?

Submissions land in your workspace under Submissions, where you can search, filter, label and export them to CSV or PDF. You can also email a notification to your team on every submission and send the respondent an auto-reply.

Can I embed the Proof of Delivery Form form on my own website?

Yes. Publish the form and paste the embed snippet into any page or share the direct link. The embedded form resizes to fit its container and loads no advertising or marketing trackers inside the iframe.

Can respondents upload files?

Yes. This template includes a file upload question, so respondents can attach documents or photos with their answers. You can adjust the accepted file types and size limits on that question.

Is the signature on this form legally usable?

The template captures a drawn signature and stores it with the submission, along with the timestamp, so you keep evidence of who agreed and when. Whether that is sufficient depends on your jurisdiction and the agreement itself.

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Related categories

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