Free Delivery Challan Format

How to create a delivery challan format online?

Creating a delivery challan has never been easier, and in this guide, I'm going to show you how you can do it for free using Refrens. All you need is a mobile, laptop, or desktop with an internet connection, and you're ready to go.

Let's get started with the step-by-step process of how create a delivery challan:

Delivery Challan Header

The first step is to add the header of the delivery challan, which includes the challan number, issue date, and delivery date. You can also add your company logo to give it a professional touch. With Refrens, you can include additional fields like Transporter Name, Vehicle Number, or Job Work Details, depending on your business requirements.

Billed By (Sender's Details)

Next, add your company details, including the company name, address, phone number, and email address. If your business is registered under GST, you can use Refrens’ integrated GST-enabled challan format for seamless management of GST compliance.

Billed To (Receiver's Details)

In this section, fill in the business details of the recipient, just as you would in an invoice. Ensure the name, address, and contact information of the recipient are correctly added.

Product/Service Details

Now, add the product or service details that are being delivered, including the item description, quantity, and unit of measurement. You can add multiple items as needed and customize the columns to match your delivery challan requirements.

Purpose of Delivery

It’s important to mention the reason for delivery, whether it’s job work, goods return, stock transfer, or sample. Refrens allows you to select the purpose from the dropdown to ensure proper documentation.

Transport Details

Here, you can specify the details of the transport, such as the mode of transport, vehicle number, and driver's name. These fields are essential for tracking goods in transit.

Terms & Conditions

Adding terms and conditions is essential for maintaining clarity between the sender and receiver. It also ensures both parties understand the terms of goods delivery, return, or receipt acknowledgment.

Additional Notes

This section is where you can provide any extra information related to the delivery, such as special instructions for handling goods, delivery timeframes, or packaging details. You can also attach additional documents such as purchase orders, job work orders, or delivery schedules.

How to Customize Your Delivery Challan for Free with Refrens

Customizing your delivery challan with Refrens is simple and intuitive. You can add your business logo, change the layout, and include custom fields like Transporter GSTIN or Recipient GSTIN. You can also enable additional features, such as automatic updates for job work tracking or stock transfers.

We offer four different online delivery challan templates, each designed to meet specific business needs:

Basic Challan Template: Ideal for small businesses that need simple, clean challans. Job Work Challan Template: Tailored for businesses that frequently send materials for job work. Stock Transfer Challan Template: Perfect for businesses managing stock transfers between warehouses or locations. Returnable Goods Challan Template: Designed for managing goods sent out on a returnable basis, such as tools or equipment. In addition to these templates, Refrens also offers customizable GST delivery challan templates.

Common Mistakes to Avoid When Creating a Delivery Challan

To ensure smooth delivery and receipt of goods, avoid these common mistakes when creating a delivery challan:

Missing Challan Number: Always include a unique challan number for tracking purposes. Incorrect Product/Quantity Details: Ensure all product details and quantities match the goods being delivered. Missing Transport Information: Always fill in the transport and vehicle details to avoid any confusion during delivery. Inconsistent Terms & Conditions: Clearly state your terms and conditions for delivery, especially if the goods are returnable or for job work. Double-checking your delivery challan before sending can prevent unnecessary delays and miscommunication.

How to Send a Delivery Challan with Refrens

Once your delivery challan is created, you can send it to your client through email, WhatsApp, or generate a shareable link. Refrens also allows you to download a PDF copy of the challan for easy printing or attachment.

When creating a delivery challan, certain elements are crucial to ensure clarity and accuracy in documenting the movement of goods. Missing any of these elements can lead to confusion or delays in the delivery process. Here's a breakdown of the key elements to include when generating a goods delivery challan format:

Delivery Challan Header

Every delivery challan should have a well-structured header. It should clearly state that the document is a "Delivery Challan" and include key details like the challan number, which must be unique for each document. A unique challan number helps in tracking and referencing the document easily.

You can format the number in various ways (e.g., DC/00001 or 2024/DC/001), and with Refrens’ online delivery challan generator, the system automatically generates the next unique number.

The issue date and delivery date are also essential. They help both the sender and recipient track when the goods were dispatched and when they are expected to be delivered.

You may also include a reference number related to the purchase order, job work order, or invoice to provide additional context for the delivery.

Sender’s Name and Details

It is important to include the company or sender's name along with details such as the address, phone number, and email address. This ensures that the recipient knows who sent the goods. Make sure these details are clear and different from the recipient’s information to avoid any confusion.

Client’s Name and Details

Add the client or recipient's name, along with their complete address, phone number, and email address. Using our free delivery challan format, once you add the client’s details, they are saved for future use, making it easier to generate multiple challans without having to re-enter the information each time.

Shipping Details

For physical goods, it’s important to add the necessary shipping details. This includes the name of the person to whom the goods are being delivered, the shipping address, city, state, transport method, and vehicle number. You should also include the expected date of delivery and any relevant shipping instructions.

Product/Service Details

The core part of the goods delivery challan format is the product or service details. For each item, you should include the product name, description, and quantity. Each product should be listed on a separate row for clarity.

You can also add images of the products, making it easier for the recipient to identify them. Our online delivery challan format allows you to add images, customize columns, and even hide unnecessary details based on your needs.

Purpose of Delivery

One essential element of a delivery challan in GST is specifying the purpose of delivery. Whether it’s for job work, stock transfer, or sample approval, it’s important to mention why the goods are being delivered. This ensures clarity, especially when no immediate payment is being made.

Tax and Additional Fees

Though delivery challans typically do not involve payment, you may still want to include details like taxes, packaging charges, or freight charges for record-keeping purposes. With Refrens’ delivery challan generator, you can easily add these elements to ensure full transparency with your client.

Terms & Conditions

This section is often overlooked but critical. The terms and conditions on a delivery challan should include any special conditions related to the goods’ delivery or handling, such as return policies or penalties for damaged goods.

Delivery Challan Footer

The footer section is where you can add additional notes or special instructions related to the delivery, such as handling guidelines or safety measures. You can also include a signature section, which is important for documenting the acknowledgment of goods received.

Using Refrens, you can add a digital signature or simply upload a signature image for both the sender and the recipient.