Delivery Challan Formats in Excel, 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:

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)

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.