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Material Receiving Procedure

Document Type: Procedure
Version: 1.0
Last Updated: February 2026
Distribute To: Field Staff, Superintendents, Foremen

Purpose​

Establish a consistent process for receiving, inspecting, and documenting material deliveries to ensure correct materials in proper condition are received and tracked.

Why Proper Receiving Matters​

  • Prevents paying for undelivered materials
  • Documents damage for claims
  • Ensures correct materials received
  • Supports cost tracking
  • Provides audit trail
  • Protects against disputes

Receiving Process Overview​

Delivery Arrives → Verify Order → Inspect Materials → 
Document Receipt → Store/Stage → Report Issues

Step-by-Step Receiving Process​

Step 1: Prepare for Delivery​

Before Delivery Arrives:

  • Know what's expected (PO, submittals)
  • Prepare receiving area
  • Have equipment ready (forklift, crane)
  • Assign receiving personnel
  • Have documentation ready

Step 2: Verify the Delivery​

When Delivery Arrives:

  1. Check Delivery Ticket:

    • Correct project name/address?
    • Correct supplier/vendor?
    • Matches our purchase order?
    • Correct materials listed?

  2. Verify Against PO:

    • Quantities match?
    • Item descriptions match?
    • Correct specifications?

Step 3: Inspect Materials​

Physical Inspection:

CheckWhat to Look For
QuantityCount pieces, bundles, pallets
ConditionDamage, rust, dents, broken
SpecificationsSize, color, grade, type
LabelsCorrect product, certifications
PackagingAdequate protection

Inspection by Material Type:

Concrete/Masonry:

  • Check mix design/specifications
  • Verify load ticket matches order
  • Note time and slump (concrete)

Lumber/Wood:

  • Check grade stamps
  • Look for warping, splits, damage
  • Verify species and dimensions

Steel:

  • Check mill certifications
  • Verify sizes and lengths
  • Look for rust, damage

Mechanical/Electrical Equipment:

  • Verify model numbers
  • Check for damage
  • Confirm accessories included

Finishes:

  • Verify colors/patterns
  • Check lot numbers (match for consistency)
  • Look for damage

Step 4: Document Receipt​

On Delivery Ticket:

✅ If Complete and Acceptable:

  • Sign delivery ticket
  • Print name and date
  • Keep your copy

⚠️ If Discrepancies:

  • Note exceptions on ALL copies
  • "Short: 10 of 50 sheets received"
  • "Damaged: 2 damaged, refused"
  • Sign with exceptions noted
  • Take photos

❌ If Rejected:

  • Write "REFUSED" on ticket
  • Note reason
  • Do not sign as accepted
  • Notify driver and supplier immediately
  • Take photos

Step 5: Process Receiving Documentation​

Complete Receiving Report:

  • Delivery date
  • Supplier name
  • Delivery ticket number
  • PO number
  • Materials received
  • Condition notes
  • Discrepancies
  • Receiver signature

Distribute:

  • Copy to project file
  • Copy to AP (for invoice matching)
  • Copy to PM (if discrepancies)

Step 6: Store/Stage Materials​

Proper Storage:

  • Designated laydown areas
  • Protected from weather
  • Protected from theft
  • Accessible for use
  • Organized by trade/use

Storage Considerations:

MaterialStorage Requirements
LumberElevated, covered, good ventilation
SteelElevated, rust prevention
DrywallFlat, dry, interior preferred
MechanicalIndoor, protected from elements
FinishesIndoor, climate controlled if required

Step 7: Report Issues​

Immediate Notification:

  • Short shipment → Contact supplier and PM
  • Damaged materials → Contact supplier, photos
  • Wrong materials → Do not use, contact supplier
  • Quality issues → Hold materials, notify PM

Material Receiving Checklist​

================================================================
           MATERIAL RECEIVING CHECKLIST
================================================================

DATE: ____________  PROJECT: _________________________________

SUPPLIER: ___________________  DELIVERY TICKET #: _____________

PO #: ____________________  RECEIVED BY: ____________________

================================================================

VERIFICATION:
☐ Delivery ticket matches PO
☐ Correct project/job address
☐ Materials match order

QUANTITY CHECK:
☐ Count verified
☐ Quantity matches ticket
☐ If short, noted on ticket

CONDITION CHECK:
☐ No visible damage
☐ Properly packaged
☐ Labels legible
☐ Certifications included (if required)

SPECIFICATION CHECK:
☐ Correct size/dimensions
☐ Correct type/model
☐ Correct grade/specification
☐ Matches submittal (if applicable)

================================================================

DISCREPANCIES:
☐ None

☐ Short shipped: ___________________________________________

☐ Damaged: _________________________________________________

☐ Wrong material: __________________________________________

☐ Other: __________________________________________________

================================================================

PHOTOS TAKEN: ☐ Yes  ☐ No   How many: _____

DRIVER NOTIFIED OF ISSUES: ☐ Yes  ☐ N/A

SUPPLIER NOTIFIED: ☐ Yes  ☐ N/A

================================================================

DELIVERY ACCEPTED:
☐ In full
☐ With exceptions noted above
☐ Rejected

RECEIVER SIGNATURE: _________________________  DATE: _________

================================================================

Handling Common Issues​

Short Shipment​

  1. Note on delivery ticket (all copies)
  2. Sign with notation "short ___ units"
  3. Photograph remaining load
  4. Notify supplier immediately
  5. Request make-up delivery
  6. Update receiving records

Damaged Materials​

  1. Note on delivery ticket (all copies)
  2. Photograph damage thoroughly
  3. Options:
    • Refuse damaged items
    • Accept with credit
    • Accept for return
  4. Document decision
  5. Follow up with supplier

Wrong Materials​

  1. Do NOT accept if clearly wrong
  2. Note on ticket "refused - wrong material"
  3. Notify supplier immediately
  4. Request correct shipment
  5. Clarify PO if ambiguous

Concealed Damage​

If discovered after delivery:

  1. Document immediately
  2. Photograph damage
  3. Notify supplier within 24-48 hours
  4. File freight claim if applicable
  5. Hold damaged materials for inspection

Stored Materials Billing​

When Billing for Stored Materials:​

Requirements:

  • Materials on-site (or bonded warehouse)
  • Properly stored and protected
  • Documentation of purchase
  • Photo of stored materials
  • Material clearly marked for this project

Documentation:

  • Vendor invoice
  • Delivery receipt
  • Storage photos
  • Identification/tagging

Security Considerations​

Protecting Materials:​

Physical Security:

  • Fencing and gates
  • Locked storage
  • Security cameras (if available)
  • Lighting

Documentation:

  • Inventory lists
  • Photo documentation
  • Check-in/check-out logs

Theft Prevention:

  • Minimal on-site storage
  • JIT (just-in-time) delivery when possible
  • High-value items locked
  • Frequent inventory

Receiving Best Practices​

DO:​

✅ Inspect BEFORE signing ticket ✅ Note ALL discrepancies ✅ Take photos of issues ✅ Keep copies of all tickets ✅ Report issues immediately ✅ Match to PO before accepting ✅ Store materials properly

DON'T:​

❌ Sign without inspecting ❌ Accept clearly wrong materials ❌ Ignore minor discrepancies ❌ Leave materials unsecured ❌ Wait to report issues ❌ Accept without delivery ticket

  • Purchase Order Process
  • Material Storage Requirements
  • Inventory Management
  • Damage Claim Procedure

Template provided by support.construction. Customize with your company information.

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