Proof of delivery photos: what a courier should capture and write on them
Updated · 3 min read
A good proof of delivery photo shows the parcel at the delivery point, together with something recognisable about the address such as a house number or gate, with the order code, time and place written on the image. It lets the courier and the sender check quickly when a customer says "I never got it".
Many carriers already have their own photo rules inside their apps; follow those first. This guide is for shops that deliver themselves, freelance drivers and small delivery teams without a process yet.
What should a proof of delivery photo show?
- The parcel, with its label or order code readable if possible.
- The delivery point: house number, gate, reception desk or parcel locker.
- The delivery time and place, printed on the photo.
- Handed over in person: the recipient's hand holding the parcel; no face needed.
- Several parcels: one photo showing all of them.
How do I shoot it quickly but completely?
Each stop gives you a few dozen seconds. A fixed routine means nothing is forgotten:
- Step back so the parcel and the house number are both in frame.
- Take one wide photo, plus a close-up of the label if it is small.
- At night, use the flash or the phone's torch; a photo too dark to read the house number is useless.
- Check the photo is sharp before you leave.
What should be written on a delivery photo?
- The order code.
- The recipient's name or the name on the order (abbreviated if discretion matters).
- The delivery address, in Vietnam in the new structure, or coordinates where there is no house number.
- The delivery date and time.
- A note such as "left with security" or "customer asked to come back at 17:00".
A photo's hidden data is often stripped by messaging apps, so print anything important on the image itself.
How do I respect the recipient?
A delivery photo contains someone else's home address. Do not photograph customers' faces unless you need to, do not shoot into their home, and never post delivery photos on social media. Send them only to the sender or the manager who needs them, and delete them once the claim period is over.
How long should delivery photos be kept, and where?
- At least until the shop's return or claim period has passed.
- Organised by date, so that a claim means opening one day.
- Sent to the sender right after delivery, so they never have to ask.
The photo is the courier's own record and helps settle things quickly. It is not tamper-proof evidence, and the marketplace's or carrier's own rules remain what decides a dispute.
What should I photograph when a delivery fails?
A failed attempt needs a photo too, because that is often when disputes start:
- The door, gate or house number, showing you reached the right address.
- The time and place printed on the photo.
- A note with the reason: "called 3 times, no answer", "locked, will return at 17:00", "wrong address".
Send it to the sender straight away with that note. A photo at the right door at the right time answers "did the courier actually come?" faster than any explanation.