Collection Note Template (Abholschein)

The collection note – German: Abholschein – accompanies the first step of every transport: the takeover of the goods at the sender. It records what the carrier collected, when, where – and in what condition. For the sender it is the receipt that the shipment has left the building; for the carrier it is proof of what was actually taken over.

What is a collection note used for?

In practice the document does two jobs, and this template covers both:

• Pickup order: the sender or client fills in addresses, time window, packages, and special requirements (tail lift, pallet exchange) in advance – the driver knows on arrival what to collect.
• Takeover confirmation: at pickup, the driver counts the packages, checks their condition, and signs off the takeover – the sender keeps a copy.

What belongs on a collection note?

• Shipment, order, or reference number
• Collection address (sender) and delivery address (recipient)
• Collection date and time window
• Number, type, and weight of packages
• Vehicle registration and driver's name
• Condition of the shipment at takeover, incl. a field for reservations
• Signatures of the person handing over and the driver

How do collection note, consignment note, and proof of delivery relate?

The collection note documents the takeover at the sender, the consignment note accompanies the shipment en route, and the proof of delivery acknowledges handover at the recipient. Together they form the unbroken chain of evidence from first to last touch – important because the carrier's custody liability (§ 425 HGB) begins exactly at takeover.

Paper or digital?

For occasional pickups, the template on a clipboard is enough. If you collect daily, you know the limits: slips go missing, and the office only learns in the evening whether the pickup actually happened. With Maxmove, the driver confirms the pickup digitally in the app – with a timestamp and live tracking, instantly visible to sender and client.

Frequently asked questions

Is a collection note mandatory? No, it is not required by law. But it closes the evidence gap between order and delivery: without it, in case of loss or damage it is one word against another as to what was actually handed over.

How does it differ from a delivery note? The delivery note lists the contents of a delivery for the recipient. The collection note documents the carrier's takeover at the sender – the other end of the transport.

Do I also need a transport order? Yes, in commercial transport both are advisable: the transport order creates the contract, the collection note documents its execution at takeover.

Who keeps the collection note? Ideally both parties: the driver takes the original, the sender keeps a copy or a photo – so both sides can prove the takeover.