Consignment Note Format — Free PDF Download for Logistics Companies

What Is a Consignment Note?

A consignment note is a transport document that records the details of a shipment when a carrier accepts goods for delivery. It is the standard form used by courier companies, express cargo services, and logistics providers to document what is being shipped, who is sending it, who should receive it, and under what terms the carriage is being performed.

Unlike a simple delivery receipt, a consignment note functions as a contract between the sender and the carrier. It specifies the carrier’s responsibilities, the declared value of goods for insurance purposes, any special handling requirements, and the terms under which the carrier can limit their liability. When a consignment note is signed by the carrier, it becomes legally binding evidence that they accepted the goods in the described condition and quantity.

How a Consignment Note Differs from a Bilty / Lorry Receipt

In Indian transport, the terms “consignment note,” “bilty,” and “lorry receipt” are sometimes used interchangeably — but they are not identical. A bilty or lorry receipt is specific to road transport of cargo, typically issued by truck transporters for bulk or heavy goods. It originates from the traditional North Indian road transport industry and is governed by the Carriage by Road Act, 2007.

A consignment note, on the other hand, is a broader document used across multiple modes of transport — road, rail, air, and sea. Courier companies like DTDC, Blue Dart, Delhivery, and professional 3PL logistics providers all use consignment notes. The key differences include:

• Service type field — Consignment notes typically specify the service level (express, standard, economy, same-day) which a bilty does not
• Declared value and insurance — Consignment notes prominently feature a declared value section for insurance coverage, while bilties may only mention it optionally
• Special instructions — Handling instructions like “fragile,” “keep upright,” “temperature controlled,” or “do not stack” are standard on consignment notes
• Tracking integration — Modern consignment notes include barcodes or QR codes linked to the carrier’s tracking system, which traditional bilties may lack
• Delivery attempt records — Some consignment note formats include space for recording delivery attempts, recipient signatures, and timestamps

Essential Fields in a Consignment Note

A well-designed consignment note must include these fields to serve its commercial and legal purposes:

• Consignment number (CN number) — A unique tracking number assigned by the carrier to this shipment
• Date of booking — When the sender handed over the goods to the carrier
• Sender / consignor details — Full name, address, phone number, and GSTIN if applicable
• Receiver / consignee details — Full name, delivery address, phone number, and GSTIN if applicable
• Origin and destination — Pickup location and delivery location with pin codes
• Number of pieces — Total count of packages, boxes, or items in the consignment
• Weight — Actual weight and volumetric weight (whichever is higher is typically charged)
• Description of contents — What the packages contain (e.g., “electronic components,” “garments,” “documents”)
• Declared value — The value of the goods as stated by the sender, used for insurance and liability calculations
• Insurance — Whether the sender has opted for transit insurance and the coverage amount
• Freight and charges — Breakdown of transport charges, fuel surcharge, handling fees, and applicable GST
• Payment terms — Prepaid (paid by sender), To Pay (paid by receiver), or To Be Billed (invoiced to a third-party account)
• Special instructions — Any handling requirements such as fragile, hazardous, perishable, or time-sensitive
• E-way bill number — Required for consignments valued above Rs 50,000

The Legal Role of a Consignment Note in Disputes

The consignment note is your primary evidence when something goes wrong during transit. If goods are lost, damaged, or delivered late, the consignment note establishes several critical facts:

• That the goods were indeed handed to the carrier (the carrier’s signature or stamp on the consignment note proves acceptance)
• The condition and quantity of goods at the time of dispatch (any pre-existing damage should be noted on the consignment note at booking)
• The declared value of the goods (which determines the maximum compensation the carrier must pay)
• The terms of carriage, including liability limitations and the time limit for filing claims

Insurance companies will always ask for a copy of the consignment note when processing a transit damage or loss claim. Courts and consumer forums also treat the consignment note as a key document in freight-related litigation. For high-value shipments, always retain the original consignment note and keep a photocopy or digital scan as backup.

Tips for Using This Consignment Note Template

• Pre-print your company name, address, GSTIN, and terms and conditions on the template to save time during booking.
• Always get the sender’s signature on the consignment note before moving the goods. This confirms they agree to the terms and the declared value.
• If goods show visible damage or irregular packaging at the time of booking, note it clearly on the consignment note (e.g., “one carton dented, accepted as-is”). This protects you from false damage claims.
• Use a running serial number for consignment notes. This helps with accounting, GST reconciliation, and audit trails.
• For shipments requiring an e-way bill, record the e-way bill number on the consignment note so both documents can be cross-referenced during transit checks.

Frequently Asked Questions