Delivery Challan Formats in Excel, PDF

Delivery Challan Formats in Excel

Delivery Challan Formats in PDF

Looking for an easy-to-edit, professional delivery challan format? You’ve landed in the right place. Whether you're a small business owner, freelancer, or managing inventory, a delivery challan ensures your goods move with full proof and zero confusion.

Download our free delivery challan templates in Excel and Google Docs and never worry about formatting again!

What is a Delivery Challan?

Consider a delivery challan to be a 'passport' for your goods - it indicates where the goods are going, what those goods are, and who is sending them.

Delivery challans are non-monetary documents that accompany the delivery of goods, especially for situations such as:

  • Goods are sent on approval
  • Goods are sent for repair or testing
  • You’re delivering from one warehouse to another

It’s a professional way to say, “Here’s what I’m sending — no invoice yet, but we’ve got it documented!

When Do You Need a Delivery Challan Format?

A delivery challan isn’t just any old piece of paper — it’s an important document that legitimises and allows the transport of goods from one location to another when a sale hasn’t occurred yet.

A delivery challan is essentially needed whenever goods are moved without a GST-compliant tax invoice for whatever reason, even if it is temporary, for trial or approval, for your internal use, or it's going to be sold in the future. It is proof of dispatch and helps you remain compliant for GST purposes.

Here are the most common situations you will need to issue a delivery challan:

Goods Delivered for Job Work

If the raw materials are sent to another vendor for processing or repair, this requires a job work delivery challan stating what is being sent, and for what purpose.

Example: A manufacturer is sending fabric to a tailor who will need to stitch it.

Transfer Between Branches or Warehouses

When there is a transfer of products between different company locations and warehouses, i.e. a transfer from your Mumbai warehouse to your Pune store - a branch transfer delivery challan is required.

Important - even though this is an internal transfer, you still need to ensure that the appropriate tracking for GST is in place.

Goods Delivered on Approval or Return

When there is a transfer of products between different company locations and warehouses, i.e. a transfer from your Mumbai warehouse to your Pune store - a branch transfer delivery challan is required.

Example: A jeweler sends a number of necklaces to a client to choose from.

Goods Delivered for Exhibition, Testing or Display

When you are exhibiting products at a trade show or sending samples to clients to demo certain products, it has not been sold yet, so you must use a non-return or return delivery challan.

Tip - as an extra suggestion, add a mention that states like "for exhibition only" to avoid any confusion for GST and audit purposes.

Supply of Liquefied or Gaseous Products.

If it's bulk liquid shipping (fuel, milk, gas, etc.), a delivery challan is generated for every tanker based on delivery, especially if the amounts are different from what was recorded at the delivery point.

Lost/Damaged Invoice or Pre-Invoice Dispatch.

If the original invoice is lost or the invoice is not completed, but the shipment has still to go out, a temporary delivery challan may be generated, allowing for the delivery of goods legally.

Delivery Challan vs Invoice – What’s the Difference?

Let’s break it down quickly:

GP

1800

#

Level 1

Level 2

Level 3

Level 4

Level 5

1

18000

19900

21700

25500

29200

2

18500

20500

22400

26300

30100

3

19100

21100

23100

27100

31000

4

19700

21700

23800

27900

31900

5

20300

22400

24500

28700

32900

6

20900

23100

25200

29600

33900

7

21500

23800

26000

30500

34900

8

22100

24500

26800

31400

35900

9

22800

25200

27600

32300

37000

10

23500

26000

28400

33300

38100

11

24200

26800

29300

34300

39200

12

24900

27600

30200

35300

40400

13

25600

28400

31100

36400

41600

14

26400

29300

32000

37500

42800

15

27200

30200

33000

38600

44100

16

28000

31100

34000

39800

45400

17

28800

32000

35000

41000

46800

18

29700

33000

36100

42200

48200

19

30600

34000

37200

43500

49600

20

31500

35000

38300

44800

51100

21

32400

36100

39400

46100

52600

22

33400

37200

40600

47500

54200

23

34400

38300

41800

48900

55800

24

35400

39400

43100

50400

57500

25

36500

40600

44400

51900

59200

26

37600

41800

45700

53500

61000

27

38700

43100

47100

55100

62800

28

39900

44400

48500

56800

64700

29

41100

45700

50000

58500

66600

30

42300

47100

51500

60300

68600

31

43600

48500

53000

62100

70700

32

44900

50000

54600

64000

72800

33

46200

51500

56200

65900

75000

34

47600

53000

57900

67900

77300

35

49000

54600

59600

69900

79600

36

50500

56200

61400

72000

82000

37

52000

57900

63200

74200

84500

38

53600

59600

65100

76400

87000

39

55200

61400

67100

78700

89600

40

56900

63200

69100

81100

92300

Feature

Delivery Challan

Purpose

For sending goods without sale

For billing after a sale

GST Details

Optional

Mandatory

Payment Info

Not included

Included

Document Type

Transport/Inventory record

Tax document

Editable Later?

Yes (until sale occurs)

No, once issued

GP

5400

#

Level 10

Level 11

Level 12

1

56100

67700

78800

2

57800

69700

81200

3

59500

71800

83600

4

61300

74000

86100

5

63100

76200

88700

6

65000

78500

91400

7

67000

80900

94100

8

69000

83300

96900

9

71100

85800

99800

10

73200

88400

102800

11

75400

91100

105900

12

77700

93800

109100

13

80000

96600

112400

14

82400

99500

115800

15

84900

102500

119300

16

87400

105600

122900

17

90000

108800

126600

18

92700

112100

130400

19

95500

115500

134300

20

98400

119000

138300

21

101400

122600

142400

22

104400

126300

146700

23

107500

130100

151100

24

110700

134000

155600

25

114000

138000

160300

26

117400

142100

165100

27

120900

146400

170100

28

124500

150800

175200

29

128200

155300

180500

30

132000

160000

185900

31

136000

164800

191500

32

140100

169700

197200

33

144300

174800

203100

34

148600

180000

209200

35

153100

185400

-

36

157700

191000

-

37

162400

196700

-

38

167300

202600

-

39

172300

208700

-

40

177500

-

-

GP

8700

#

Level 13

Level 13A

Level 14

1

123100

131100

144200

2

126800

135000

148500

3

130600

139100

153000

4

134500

143300

157600

5

138500

147600

162300

6

142700

152000

167200

7

147000

156600

172200

8

151400

161300

177400

9

155900

166100

182700

10

160600

171100

188200

11

165400

176200

193800

12

170400

181500

199600

13

175500

186900

205600

14

180800

192500

211800

15

186200

198300

218200

16

191800

204200

-

17

197600

210300

-

18

203500

216600

-

19

209600

-

-

20

215900

-

-

PB

67000-79000

#

Level 15

Level 16

Level 17

Level 18

1

182200

205400

225000

250000

2

187700

211600

-

-

3

193300

217900

-

-

4

199100

224400

-

-

5

205100

-

-

-

6

211300

-

-

-

7

217600

-

-

-

8

224100

-

-

-

Types of Delivery Challans You Should Know

There isn’t just one type — depending on the reason behind the movement, you might issue:

  • Job Work Challan – When sending raw material for third-party work
  • Exhibition Challan – For goods showcased in expos
  • Returnable Challan – Goods that will come back to you (like crates or machines)
  • Non-Returnable Challan – One-way ticket! Goods are not expected back
  • Branch Transfer Challan – For internal transfers between company branches

 What Must a Delivery Challan Include?

No matter how cool your design is, missing out on mandatory details can get you into trouble.

Here’s what to include:

  • Date & Unique Challan Number
  • Name, Address, and GSTIN of Sender & Receiver
  • Description of Goods
  • Quantity & Unit
  • HSN Code (if applicable)
  • Vehicle Number & Transport Mode
  • Signature (Digital or Physical)

Bonus Tip: Add your company logo for that sleek, professional look.

Free Delivery Challan Format Downloads

Excel Delivery Challan Format

  • Pre-formatted cells
  • Formula-enabled totals
  • Print-ready in A4 size

PDF Delivery Challan Template

  • Access from anywhere
  • Shareable with teams
  • Editable on mobile & desktop

Simple Ways to Personalize Your Delivery Challan

A well-designed delivery challan format not only looks professional but also saves time and avoids errors. Here’s how to quickly customize your challan in Excel or Google Docs:

  1. Add Your Branding: Insert your logo, brand colors, and contact info to make it look official and trustworthy.
  2. Use QR Codes: Link to order details or tracking pages for faster access and better client experience.
  3. Highlight Key Fields: Use soft colors to make important sections like quantity, HSN codes, or GST info easy to spot.
  4. Add Auto-Calculations (Excel): Use formulas to auto-fill totals or descriptions and reduce manual errors.
  5. Include Digital Signatures: No printing needed—add a scanned or digital signature to make it legally valid.
  6. Footer Notes: Add brief terms, return policy, or support contacts in the footer for better communication.

Why Should You Use a Delivery Challan Format?

Because winging it never works when it comes to compliance!

Here’s what you gain:

  • Avoids confusion between parties
  • Supports GST compliance
  • Creates an official delivery record
  • Simplifies inventory and bookkeeping
  • Adds professionalism to your business

Delivery Challan Format as per GST Rules (India)

Under Rule 55 of the CGST Rules, a delivery challan is a valid document only when it follows this format:

  • Serial number (unique for every challan)
  • Date of issue
  • Name, address, GSTIN of consigner/consignee
  • Description & quantity of goods
  • HSN Code (if applicable)
  • Reason for transportation
  • Signature (manual/digital)

Note: E-way bill may be required if goods exceed ₹50,000 in value.

Frequently Asked Questions (FAQs)

Can I use a delivery challan as an invoice?

Nope. Delivery challan ≠ invoice. Challans are for delivery, not billing.

Are digital delivery challans accepted by GST authorities?

Yes, as long as they contain all required fields and are properly signed.

Can I send goods without a challan or invoice?

Only under certain thresholds. Otherwise, it's non-compliant.

Can I modify a delivery challan after issuing it?

Yes, until it’s converted into an invoice — then it's locked.