📦 Material Receiving Playbook
Verify deliveries against purchase orders, inspect condition, document damage, and organize storage. What you don't catch at the truck becomes an expensive problem later.
Why Material Receiving Matters
| Issue | Cost When Caught at Delivery | Cost When Caught Later |
|---|---|---|
| Wrong material shipped | Free replacement — carrier's problem | Rework + delay + expediting |
| Damaged material | File claim immediately, carrier liable | You own it — replacement at your cost |
| Short shipment | Notify supplier, ship balance | Production delay, schedule impact |
| Wrong quantity ordered | Return excess or adjust order | Storage costs, waste, restocking fees |
The 5-Minute Inspection Saves 5 Days of Rework
It takes 5 minutes to inspect a delivery at the truck. It takes 5 days to unravel the mess when you discover the wrong material after it's been installed.
Roles and Responsibilities
| Role | Responsibilities |
|---|---|
| Receiving Person (Laborer/Foreman) | Inspect delivery, compare to PO, document condition, sign delivery ticket with notes |
| Foreman | Verify material matches upcoming work, direct storage location, report issues |
| Project Engineer | Maintain delivery log, process claims, coordinate with suppliers |
| Superintendent | Approve storage locations, review delivery schedule, escalate problems |
Step-by-Step Process
Step 1: Prepare for the Delivery
Before the truck arrives:
- Know what's coming — Review the delivery schedule and purchase order
- Prepare the receiving area — Clear, level, accessible by truck/forklift
- Have equipment ready — Forklift, crane, or labor available to unload
- Print the PO — Have a copy to compare against the delivery
Step 2: Verify Against the Purchase Order
At the truck, check:
| Check | What to Compare | Action if Wrong |
|---|---|---|
| Material type | PO description vs. actual product | Refuse delivery, notify supplier |
| Quantity | PO quantity vs. packing list vs. actual count | Note shortage on delivery ticket, accept partial |
| Size / dimensions | PO specs vs. actual measurements | Refuse if wrong, accept if usable (note on ticket) |
| Color / finish | PO specs vs. actual | Refuse if wrong (especially finish materials) |
| Grade / rating | PO specs vs. product labels | Refuse if wrong (structural, fire-rated, etc.) |
| Manufacturer | PO / approved submittal vs. actual | Refuse if unapproved manufacturer |
| Certifications | Mill certs, test reports, compliance docs | Note missing certs, request from supplier |
Step 3: Inspect Condition
Visual inspection before unloading:
- Packaging intact — no tears, punctures, or water damage
- No visible damage to product (dents, cracks, bends, breaks)
- Material is dry (no water damage indicators)
- Items properly secured during transport (no shifting damage)
- Temperature-sensitive items maintained properly (adhesives, sealants in winter)
During unloading:
- Check each unit/bundle/pallet as it comes off the truck
- Open random packages to verify contents (especially for concealed items)
- Count actual pieces (don't rely only on packing list)
- Check for hidden damage (items at bottom of pallets)
Step 4: Document Everything
Photos (minimum 5 per delivery):
- Truck and delivery ticket together
- Overall condition of material on the truck (before unloading)
- Close-up of product labels / identification
- Any damage or discrepancies
- Material staged in storage location
On the delivery ticket, write:
- Date and time of delivery
- Condition: "Received in good condition" OR detailed notes on any issues
- Quantity: Actual count if different from packing list
- Missing items: "Short 12 pieces of 2x6x16" or similar
- Damage: "3 sheets of drywall damaged — water damage to packaging, refused"
- Your name, signature, and "Subject to inspection" (if you can't fully inspect immediately)
Never Sign a Clean Delivery Ticket for Damaged Goods
Once you sign the delivery ticket without noting damage, the carrier is off the hook. Always note damage, shortages, or discrepancies ON the delivery ticket before signing. Write "Subject to inspection" if you can't fully inspect on the spot.
Step 5: Process Discrepancies
| Issue | Immediate Action | Follow-Up |
|---|---|---|
| Damaged material | Note on delivery ticket, photograph, refuse if unusable | File claim with carrier within 24 hours |
| Short shipment | Note on delivery ticket, accept what's there | Notify supplier, request balance delivery date |
| Wrong material | Refuse delivery, note on ticket | Notify supplier, request correct shipment |
| Concealed damage (found later) | Photograph, notify carrier and supplier immediately | File concealed damage claim (time limits apply — usually 5–15 days) |
| Missing certifications | Accept material, note "certs pending" | Request from supplier, do not install until received |
Step 6: Organize Storage
| Material Type | Storage Requirements |
|---|---|
| Lumber and wood products | Off ground on dunnage, covered from rain, ventilated |
| Drywall / gypsum | Indoor storage, flat on floor or edge, off concrete |
| Steel and rebar | Off ground on dunnage, can be outdoor if acceptable per spec |
| Pipe and fittings | Organized by size, caps on open ends, off ground |
| Electrical / mechanical equipment | Indoor, climate-controlled if required per manufacturer |
| Adhesives, sealants, coatings | Temperature-controlled per manufacturer requirements |
| Concrete accessories | Organized by type, protected from weather |
| Finish materials (tile, flooring, counters) | Indoor, climate-controlled, protected from damage |
Storage best practices:
- Store in or near the area where it will be installed (reduce double-handling)
- Keep aisles clear for equipment access
- Label storage areas clearly
- First-in, first-out for perishable items (adhesives, sealants)
- Secure high-value items (theft prevention)
Delivery Log
Track every delivery to the project:
| Date | Supplier | PO # | Description | Qty Ordered | Qty Received | Condition | Notes |
|---|---|---|---|---|---|---|---|
| 02/10 | ABC Supply | PO-042 | 2x6x16 SPF #2 | 500 | 488 | Good | Short 12 — balance due 02/14 |
| 02/11 | Delta Steel | PO-038 | W12x26 beams | 8 | 8 | Good | Mill certs received |
| 02/12 | Best Doors | PO-045 | HM door frames | 24 | 24 | 3 damaged | 3 refused — claim filed |
Common Mistakes
| Mistake | Consequence | Fix |
|---|---|---|
| Signing without inspecting | Can't claim damage later | Always inspect before signing — or write "Subject to inspection" |
| No photos | No evidence for damage claims | Photo every delivery, especially damage |
| Not checking against PO | Wrong material installed | PO in hand at every delivery |
| Storing material on bare ground | Water damage, warping, contamination | Dunnage under everything, covers over weather-sensitive items |
| No delivery log | "When did that arrive?" — can't track shortages | Log every delivery same day |
| Not filing damage claims promptly | Claim denied (past deadline) | File within 24 hours for visible damage, 5 days for concealed |
Metrics
| Metric | Target | Frequency |
|---|---|---|
| Deliveries inspected at receipt | 100% | Per delivery |
| Delivery discrepancy rate | under 5% of deliveries | Monthly |
| Damage claim filing (within 24 hrs) | 100% | Per occurrence |
| Material waste rate | under 3% of material cost | Monthly |
| Delivery log current | 100% logged same day | Daily |
Related Resources
| Resource | Link |
|---|---|
| Material Delivery Tracker | Delivery Log |
| Material Management Guide | Full Guide |
| Equipment Inspection Checklist | Equipment Checklist |