Lorry hire slip (truck hire memo) format free download
A lorry hire slip, also called a hire memo, is the agreement between a broker or transporter and the truck owner for one trip. It records the truck, route, agreed hire, advance paid, balance and the date it is due. Make one whenever you hire a truck you do not own, and have the owner sign it.
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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. |
| Slip no. | Running number of this slip. |
| Date | The date the document is made (for a bilty, the day the goods are handed over). |
| Truck owner name | Name and address of the owner or broker who supplies the truck. |
| Owner phone and PAN | Contact number and PAN, needed for payment records. |
| Truck number | Registration number of the vehicle carrying the goods, e.g. MH12AB1234. |
| Vehicle type | Open truck, container, trailer, tanker, 14 ft, 32 ft and so on. |
| Driver name | Name of the driver on this trip. |
| Driver phone | Mobile number to reach the driver on the road. |
| From (origin) | Place where the goods are loaded. |
| To (destination) | Place where the goods will be delivered. |
| Description of goods | What is loaded, in plain words (for example cement bags, steel coils). |
| Weight (kg / tonnes) | Actual or charged weight. Write the unit. |
| Agreed hire (Rs) | Total amount agreed to pay the truck owner for this trip. |
| Advance paid (Rs) | Amount already paid before or during the trip. |
| Balance (Rs) | Freight minus advance, still to be paid. |
| Balance payable on | Date or condition for the balance, for example after POD. |
| Bank details | Account name, number, IFSC and UPI ID for payment. |
| Terms | Detention, shortage, damage, hamali and delay terms agreed with the owner. |
| Truck owner signature | The owner or driver signs to accept the terms and the amounts. |
| Authorised signatory | Owner or manager of the transport firm, with stamp. |
How to fill the lorry hire slip format
- 1
Download the lorry hire slip 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
Write the agreed hire, the advance and the balance, and give the balance a condition or date, such as "within 7 days of signed POD". Put detention, shortage, damage and hamali terms in the Terms box so the owner has agreed to them in writing.
- 4
Check the amounts, get the signatures, and give each party its copy. Keep one copy for your records.
Frequently asked questions
What is the difference between a hire slip and a bilty?
A bilty is issued to your customer for the goods. A hire slip is your agreement with the truck owner for the vehicle. For one trip you usually make both: the bilty for the party and the hire slip for the owner, with the same truck number on each.
When should the balance be paid to the truck owner?
Agree it on the slip itself. Many brokers pay the balance after the signed POD returns, but the date or condition is a business decision between you and the owner. Whatever you choose, write it in the "balance payable on" box.
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)
Lorry hire slip kya hai?
Lorry hire slip ya hire memo wo parchi hai jo broker truck owner ke saath ek trip ke liye banata hai. Isme gaadi number, route, tay kiya hua bhada, advance, balance aur balance kab milega, ye sab likhte hain.
Truck owner ko advance aur balance kaise likhein?
Pehle agreed hire likhiye, phir jo advance diya wo, aur dono ka farak balance ke box mein. "Balance payable on" mein tareekh ya shart likhiye, jaise signed POD ke 7 din baad, aur owner se signature le lijiye.
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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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