GR copy format (goods receipt) free download
A GR copy, short for goods receipt, is the receipt a transporter gives for goods taken for carriage. In many regions it is the same document as a bilty or LR. The consignor keeps one copy, one travels with the driver, and the consignee signs one on delivery. Use this format when your party says GR instead of LR.
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Fields explained
| Field | What to write |
|---|---|
| Transporter name and address | Your firm name, address, phone and GSTIN. Print it once on the book or add it by hand. |
| LR / consignment no. | A unique serial number. Never repeat it; keep the numbers in running order. |
| Date | The date the document is made (for a bilty, the day the goods are handed over). |
| Consignor (sender) | Name, address and GSTIN of the party sending the goods. |
| Consignee (receiver) | Name, address and GSTIN of the party receiving the goods. |
| From (origin) | Place where the goods are loaded. |
| To (destination) | Place where the goods will be delivered. |
| Truck number | Registration number of the vehicle carrying the goods, e.g. MH12AB1234. |
| Driver name | Name of the driver on this trip. |
| Description of goods | What is loaded, in plain words (for example cement bags, steel coils). |
| Packages (nos.) | Number of bags, boxes or pieces. |
| Weight (kg / tonnes) | Actual or charged weight. Write the unit. |
| Rate | Rate per trip, per tonne or per kg. Write which one. |
| Freight (Rs) | Agreed transport charge for the trip. |
| Hamali / loading charge (Rs) | Labour charge for loading or unloading, if billed separately. |
| Payment terms | To Pay, Paid or TBB (to be billed). Says who settles the freight and when. |
| Person liable to pay GST | Tick who pays GST on this freight: consignor, consignee or the transporter (GTA). |
| Remarks | Anything special: damage on loading, seal number, delivery instructions. |
| Consignor signature | The sender signs to confirm the goods handed over. |
| Driver signature | The driver signs to accept the goods and the document. |
| Receiver signature and stamp | The consignee signs and stamps on delivery. This is your proof. |
How to fill the GR copy format
- 1
Download the GR copy format as PDF and print it on A4, or open the Excel or Word file on your phone or computer.
- 2
Fill the top fields first: number, date, truck number and the parties. Use a pen on the printed copy or type into the file.
- 3
Tick the copy box at the top of each sheet (consignor, consignee, driver or office) so everyone knows which copy they hold. Write the same GR number on all copies; the consignee signs the receiver box on delivery.
- 4
Check the amounts, get the signatures, and give each party its copy. Keep one copy for your records.
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Is a GR copy different from an LR?
In most places GR (goods receipt) and LR (lorry receipt) mean the same paper. Some firms use GR for the receipt given to the consignor and LR for the one that travels with the goods. Use whichever word your parties know, and keep one series of numbers.
How many copies of a GR are made?
Most firms keep four: consignor, consignee, driver and office, as on this format. The consignee copy and driver copy go with the truck; the consignor copy goes back to the sender; the office copy stays in the book.
Is this format free to download?
Yes. The PDF, Excel and Word files are free, need no sign-up and are made in your browser, so nothing you type is sent to or stored on our server.
Can I edit the format in Excel or Word?
Yes. Download the Excel (.xlsx) or Word (.docx) file, open it in Excel, Google Sheets, Word or LibreOffice and change the fields or add your firm name. The PDF is for printing.
Aksar poochhe jaane wale sawal (Hinglish)
GR copy kya hoti hai?
GR ka matlab Goods Receipt hai. Kai shehron mein bilty ko hi GR ya LR kehte hain. Ye wo parchi hai jo transporter maal uthane par deta hai aur jo maal ke saath chalti hai.
GR copy kitni banti hain?
Aam taur par chaar: consignor copy, consignee copy, driver copy aur office copy. Sab par ek hi GR number likhein, aur delivery par consignee se signature aur stamp lein.
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Layout checked 23 Oct 2026. General information, not tax or legal advice; confirm GST points with your tax adviser.
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