RTO & Ownership Transfer

Delivery Note Format for a Used Car (Free Template)

By Bill My Car · Updated 25 June 2026 · 2 min read

A delivery note (sometimes called a delivery challan) is the document that proves the buyer actually took possession of the vehicle, on a specific date, with its keys and papers. For a dealer it is simple, important protection: it draws a clear line for when responsibility passes to the buyer.

Here is the correct delivery note format for a used car, with a free template.

Why a delivery note matters

• Fixes the handover date, so challans and fines after that date are the buyer's.
• Confirms which documents and keys were handed over.
• Records the condition at delivery, reducing later disputes.
• Sits alongside the invoice and sale letter.

What a delivery note must include

• Seller (dealer) and buyer names and addresses
• Vehicle: registration number, make/model/year, engine and chassis numbers
• Date and place of delivery
• A list of items handed over (RC, insurance, PUC, keys, manuals)
• A statement that the vehicle was received in satisfactory condition
• Signatures of both parties

Filled sample

A filled sample delivery note generated with Bill My Car. Sign in to BillMyCar.in and generate yours, auto-filled, in seconds.

How to fill a delivery note for a car

1. Enter the vehicle exactly as on the RC: registration number, make and model, chassis and engine numbers.
2. Enter the buyer's full name and address as per their ID proof.
3. Record the date and time of delivery precisely; this is the moment liability shifts, so vagueness here defeats the document's purpose.
4. Note the odometer reading and the list of items handed over (keys, RC, insurance, service book, tool kit).
5. Both parties sign, with one copy kept by each. No stamp paper is needed; plain paper or the dealer's letterhead works. Print it or generate a PDF; a Word or handwritten format is fine as long as every field above is present.

Free template

I, [Buyer name], confirm that I have taken physical delivery of the vehicle bearing registration number [MH12AB1234], [make/model/year], engine number [...], chassis number [...], on [date] from [Dealer name], in satisfactory running condition.

Documents and items received: RC, insurance certificate, PUC certificate, owner's manual, and [number] keys.

From the above date, I am responsible for the vehicle.

Buyer signature ________ For [Dealer name] ________

How it fits the sale

The delivery note is one of the closing documents, with the invoice, sale letter and the RTO forms (Form 29 and Form 30). For the complete set, see the documents required to sell a used car.

Generate it with everything else

The buyer and vehicle details on the delivery note are the same as on the invoice and the forms. Capture the deal once in Bill My Car and produce the delivery note alongside the rest, already filled and ready to sign.