Delivery Log: Free Template for Delivery Drivers

By Nicole Hullihen, former SaaS Chief Operating Officer and Microsoft MVP · Updated October 25, 2026

A customer calls to say their order never arrived. Your driver remembers dropping it off, but there's no signature, no photo and no time recorded. Without a delivery log, it's your word against theirs. A simple log for every stop protects your business, your drivers and your customers.

This guide includes a free delivery log template for small business drivers and explains what to record, how to handle proof of delivery and failed deliveries, how to track mileage and time and how to use delivery records to improve routes.

Who Needs a Delivery Log?

Free Delivery Log Template

Route start time: ______  |  Route end time: ______  |  Returned items: ______  |  Driver signature: ______

What to Record at Each Stop

Proof of Delivery

• Signature: the customer signs the log or a delivery receipt.
• Photo: a picture of the item at the door, showing the house number when possible.
• Name: the name of the person who accepted it.
• Time stamp: the arrival time.
• GPS location: if you use an app that records it.

For high-value deliveries, require a signature. For contactless deliveries, a photo plus a time stamp is the minimum. Tell customers in advance how deliveries will be confirmed.

Failed Deliveries

Sometimes no one is home, the address is wrong or the customer refuses the order. Have a clear process:

1. Call or text the customer from the stop.
2. Wait a set time, such as five minutes.
3. If you can't deliver, record the reason and time.
4. Leave a notice if your policy allows.
5. Bring the item back and log it as returned.
6. Office staff contact the customer to reschedule.

Handling Damage and Complaints

If an item is damaged or the customer has a concern at the door, the driver should note it on the log and receipt, take photos and let the office know right away. Don't argue at the door. A clear record makes it easier to resolve the problem later. See the customer complaint form.

Mileage and Vehicle Checks

Recording start and end mileage on each delivery log gives you a running record of business miles, which is useful for tracking vehicle costs, reimbursing drivers who use their own vehicles and supporting tax records. See mileage rates and a free mile tracker.

Drivers should also do a quick vehicle check before each route: tires, lights, mirrors, fluid leaks and cargo securing. See the vehicle inspection checklist.

Driver Time and Pay

For hourly drivers, the whole route is work time, including loading, driving, waiting at stops and returning to the shop. Make sure drivers clock in before loading and clock out after unloading returns. If drivers use their own vehicles, check federal and state rules on reimbursing vehicle expenses, especially for employees paid near minimum wage.

The mobile time clock lets drivers clock in and out from their phones, and mileage tracking records business miles.

Planning Routes

• Group deliveries by area.
• Schedule time-sensitive deliveries first.
• Consider traffic patterns and delivery windows.
• Load the vehicle in reverse stop order, so the first stop is easiest to reach.
• Use a route planning app for longer routes.
• Review delivery logs to see where routes run long.

Using Delivery Logs to Improve

A monthly review of delivery logs often shows simple fixes, like confirming addresses at order time or changing the order of stops.

GPS Tracking and Privacy

Many delivery apps record GPS location for each stop. If you track company vehicles or drivers' phones, tell drivers in writing and follow your state's rules. See GPS tracking laws by state.

Example: A Furniture Store

A small furniture store had several customers each month claim deliveries were incomplete or damaged, and the store usually replaced the items to avoid an argument. The owner started a delivery log with line items, a signed delivery receipt and photos of each item in place. Within two months, disputes dropped sharply, and the photos resolved most remaining claims quickly.

Common Delivery Log Mistakes

• No proof of delivery.
• Filling in the log at the end of the day from memory.
• Not recording failed deliveries and returns.
• Missing mileage.
• Logs that never get turned in or reviewed.
• Unpaid time for loading and unloading.

Delivery Log Checklist

Pre-Route Checklist

End-of-Route Checklist

Collecting Payment on Delivery

If drivers collect payment at the door, add columns to the log for the amount collected and the payment method. Count cash with a manager when the driver returns, and match it to the log. Limit how much cash drivers carry and give them a secure way to store it. See the cash drawer count sheet.

Delivering Food

• Use insulated bags or carriers to keep hot food hot and cold food cold.
• Keep food separate from chemicals and other cargo.
• Seal bags or use tamper-evident labels.
• Record pickup and delivery times for large catering orders.
• Follow your food safety plan and health department rules for transporting food.

Customer Communication

A quick heads-up reduces failed deliveries and lets customers meet the driver at the door.

Delivery Policy Template

Delivery Log Quick Tips

• Log each stop as it happens.
• Get a signature or photo every time.
• Record failed deliveries and returns.
• Write down start and end mileage.
• Review logs every month.

Sample Completed Delivery Log

This sample uses made-up names. Each row shows exactly what happened at the stop, which is what you need if a customer calls with a question.

Using Your Own Vehicle vs. Company Vehicles

Talk to your insurance agent about coverage when employees deliver in their own vehicles.

Delivery Windows

Offering delivery windows, such as "between 9 and 11 a.m.," sets expectations and gives drivers flexibility. Record the promised window on the log, and track how often deliveries arrive on time. If late deliveries are common, routes may be too long or windows too narrow.

Training New Drivers

1. Ride along with an experienced driver for a route or two.
2. Review the delivery policy and log.
3. Practice collecting signatures and photos.
4. Explain the failed delivery and damage process.
5. Review vehicle checks and safe driving expectations.

Delivering to Businesses

• Note the receiving hours and dock location for each business customer.
• Ask for the receiver's printed name, not just a signature.
• Have the receiver count items before signing, when possible.
• Leave a copy of the delivery receipt or packing slip.
• Note any shortages or damage they report on the spot.

Business customers often check deliveries against their own receiving logs, so clear records on both sides prevent disputes.

Common Questions About Delivery Logs

• Should drivers use paper or an app? Either works. Apps make photos, signatures and GPS easier; paper works for small, local routes.
• How long should I keep delivery logs? Long enough to cover customer disputes, mileage and tax records. Ask your accountant.
• What if a customer asks the driver to leave it somewhere else? Record the instructions and take a photo of where it was left.

Getting Started This Week

1. Print the delivery log and receipt.
2. Add a short delivery policy.
3. Train drivers on proof of delivery and failed deliveries.
4. Start recording mileage on every route.
5. Review the first week's logs together.

Measuring Delivery Performance

Track these monthly. Small improvements, like confirming addresses at order time, can lower failed deliveries and cost per stop.

Delivery Fees

Your delivery log also helps you price delivery. Total the driver time and mileage for a typical route, divide by the number of stops and compare that with what you charge. If deliveries cost more than you collect, adjust your fee, set a minimum order or create delivery zones.

Delivery Log Records and Taxes

Mileage and vehicle expense records may support business tax deductions or reimbursements. Keep delivery logs organized by month, and ask your accountant which records you need and how long to keep them. Consistent daily logs are much easier to rely on than estimates pieced together at year-end.

If drivers use their own vehicles and you reimburse mileage, keep the logs with your reimbursement records.

Delivery Logs Build Trust

Customers trust businesses that can tell them exactly when an order arrived and who received it. Drivers trust a process that protects them from blame for things they didn't do. A simple delivery log does both, and it gives you the data to run deliveries more efficiently every month. Start with paper if that's easiest, and move to an app when your volume grows.

Who Reviews Delivery Logs?

Assign a manager or dispatcher to check delivery logs at the end of each day. They follow up on failed deliveries, damage reports and missing signatures, reschedule anything that wasn't delivered and pass vehicle issues to whoever handles maintenance. Daily review keeps small problems from becoming customer complaints.

Over time, those daily reviews also show which customers, areas or times of day cause the most problems, so you can fix the cause instead of chasing the same issue every week.

Track Drivers and Routes With Updoot

Updoot's mobile time clock records driver hours from the road, mileage tracking logs business miles and SOP management keeps your delivery procedures consistent.

Frequently Asked Questions