Handwritten Courier Bill Generator

Courier bills for counters, franchises and local delivery

A courier booking counter handles dozens of small transactions a day — a document to Delhi, a parcel to Bengaluru, a box of sweets to a relative abroad — and each customer expects a receipt with a tracking number before they leave. Local delivery businesses send parcels across the city for shops and restaurants and bill them at month end. In both cases, the bill has to show what was sent, where, how it was weighed and what it cost, because the weight is where disputes start.

This courier bill generator gives courier franchises, booking agents and local delivery services a clear, handwritten-style bill with consignment number, destination, actual and volumetric weight, rate, surcharges and insurance, with the total calculated and written in words. Download it as a PDF or image, or print it on an 80 mm receipt printer at the counter.

Courier bill format

• Header: courier or franchise name, address, phone, GSTIN and the network you book with.
• Booking details: bill number, date, sender's name and phone, receiver's name, address and PIN code.
• Consignment: AWB or docket number, contents, number of pieces, declared value.
• Weight: actual weight, dimensions and volumetric weight, and the chargeable weight.
• Charges: freight by weight and zone, fuel surcharge, cash-on-delivery or insurance charges, packing.
• Totals: subtotal, GST, total, payment mode and amount in words.
• Footer: prohibited items, liability limits, and how to track the consignment.

How courier charges are calculated — volumetric weight

Couriers charge on the chargeable weight, which is the higher of the actual weight and the volumetric (dimensional) weight. Volumetric weight reflects the space a parcel takes:

Volumetric weight (kg) = length × breadth × height (cm) ÷ divisor

The divisor is set by the courier network — 5,000 is common for air express, and some networks use 4,000 or 6,000 for different services. A light but bulky box of 40 × 30 × 30 cm weighing 3 kg has a volumetric weight of 36,000 ÷ 5,000 = 7.2 kg, so 7.5 kg (rounded up to the next slab) is charged. Write both weights on the bill, so the customer understands the charge.

How to make a courier bill

1. Choose the courier template — it has sender, receiver and consignment fields.
2. Enter your counter's details once.
3. Fill the sender and receiver, the AWB or docket number and contents.
4. Enter the chargeable weight and rate, with the actual and volumetric weights in the description.
5. Add surcharges — fuel, COD, insurance, packing — as lines or percentages.
6. Download or print and give the customer the tracking number.

Courier bill sample

In the generator, a percentage charge applies to the whole subtotal; to charge a surcharge on freight only, work it out and enter it as a fixed amount, as in this sample. Round the total to ₹1,307 with a round-off line if you prefer.

GST on courier bills

Courier services are taxed at 18% GST in India. A registered courier franchise or agent should print its GSTIN and show CGST and SGST (or IGST, depending on the place of supply rules for the service). A small booking agent below the registration limit for services cannot charge GST. If you act only as an agent for a courier company, how your commission and the freight are billed depends on your agreement — check with your accountant.

Declared value, insurance and liability

Courier networks usually limit their liability for loss or damage to a small amount unless the sender declares the value and pays for insurance or a risk surcharge. Write the declared value and any insurance on the bill, and print the liability terms in the footer. Customers sending valuables, electronics or important documents should be told about this before booking — and for goods above certain values, the network may require an invoice from the sender and an e-way bill.

Prohibited and restricted items

Print a short list of items you cannot accept in the footer: cash and jewellery, liquids and flammable items, batteries (or restricted lithium batteries), perishables, and anything illegal. Customers sending medicines or food abroad should check the destination country's rules. A clear list on the bill avoids awkward conversations at the counter and returned shipments.

Courier bill format in PDF, Excel or Word

Franchise owners often look for a courier bill format in PDF to print as a receipt book, or a courier bill format in Excel to bill business customers. The generator does both: at the counter, make the bill on the phone and print an 80 mm receipt; for business customers, list a month's consignments and download an A4 PDF. A courier bill format in Word can be replaced the same way — the totals and weights are always calculated for you.

Need the bill in Word? Click Word under the bill to download it as a .docx file, at the same A4, A5 or 80 mm thermal size as the PDF. It opens in Microsoft Word and Google Docs. The bill is placed in the file as a picture, so make any changes here and download it again.

The courier docket and the bill

The courier docket (or consignment note) is the network's own form that travels with the parcel: sender, receiver, contents, weight and the docket number, usually with a copy for the sender. Your bill is a separate document — it records what you charged. Write the docket number on the bill, staple or photograph the sender's copy of the docket with your copy of the bill, and you can answer any tracking or billing query in seconds. If a parcel is returned to the sender (RTO), the network may charge for the return trip; note it on a fresh bill with the original docket number.

International shipments

For parcels going abroad, the bill needs more: a clear description of the contents, their value and purpose (gift, personal effects, sample or commercial), the sender's identity documents as the network requires, and a commercial invoice for business shipments. Explain to the sender that the receiver may have to pay import duties and taxes in the destination country, and that some items — medicines, food, electronics with batteries — have special rules. Charges for international shipments vary widely by zone and weight slab, so write the zone and slab on the bill.

Monthly bills for business customers

Shops, offices and online sellers who send parcels daily want one bill a month. List each consignment as a line — date, AWB number, destination, chargeable weight and amount — or summarise by week and attach the booking list. Add the business's name and GSTIN, and payment terms. Cash-on-delivery amounts collected for the customer should be reconciled on a separate statement, not mixed into the freight bill.

Local delivery and hyperlocal services

Local delivery riders and same-day couriers bill per drop or per kilometre: "Drop — Andheri to Bandra, 9 km", "Waiting 20 minutes". The delivery bill format is simpler — pickup and drop addresses, distance or zone, time and charge — and works well for restaurants, pharmacies and shops using your service. Use the counter slip for single deliveries and an A4 monthly bill for regular clients.

Courier receipt format vs. courier invoice

A walk-in customer who pays at booking gets a courier receipt — proof of payment with the tracking number. The courier receipt format is short enough for an 80 mm slip: date, AWB, destination, chargeable weight, charges and total. A business that pays monthly gets a courier invoice format with consignment-wise details and a due date. Both can be made here; only the details and the title change.

Packing charges and good packing

Many parcels are damaged because they were packed badly, and many disputes follow. If you pack for customers, charge for it on its own line and do it well: a strong carton sized to the contents, cushioning on all sides, fragile labels where needed, and the receiver's address on the box as well as the docket. Write "Packed by us" or "Packed by sender" on the bill — it matters if the parcel arrives damaged. For electronics, bottles and glass, many networks require specific packing, so check before you accept them.

Rates by zone and weight slab

Courier rates usually depend on the destination zone (within city, within state, metro to metro, rest of India, special areas such as the North-East) and on weight slabs (first 500 g, each additional 500 g). Print a simple rate card in your counter and write the zone on every bill, so customers understand why two parcels of the same weight cost different amounts. Express and economy services from the same network also differ in price and delivery time; name the service on the bill.

Courier bill checklist

• AWB or docket number on every booking.
• Sender and receiver with full address and PIN code.
• Actual weight, dimensions, volumetric weight and chargeable weight.
• Surcharges shown separately and named.
• Declared value and insurance for valuable shipments.
• GST only if registered, and liability terms in the footer.

Related bill types

Full truckloads and freight use the transport bill; shops selling goods use their own bill such as the general store bill; and for any simple service, the cash memo works. See every type on the handwritten bill generator page.

Fair use

Issue courier bills only for consignments actually booked through your counter, with real weights and charges. Making a courier bill for a shipment that never happened — to support a claim or a refund — is fraud.