Material Receiving Report Template - FREE PDF

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Material receiving report template

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Use this template with Lumiform

Customize this template or build your own
Fill out templates via mobile app
Get reports and analyse your data

Prices start from ░░░ per month

Book a demo

Learn more

A material receiving report template documents and verifies incoming materials against purchase orders, ensuring accuracy in quantity, quality, and condition. You can quickly identify discrepancies between what you order and what got to you, preventing costly production delays and quality issues.

When a shipment of critical components arrives damaged or incomplete, this template provides the structured documentation needed to resolve supplier disputes and maintain inventory accuracy. According to a recent supply chain study, companies with standardized receiving processes experience 37% fewer inventory discrepancies and save an average of 4.5 hours per week in administrative time.

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Created by

Inioluwa Ademuwagun

Preview of the template

Audit

REPORT NO.

enter report no.

1.0 - MATERIAL RECEIVED

1.1 Description

1.2 Quantity

1.3 Submittal Reference No.

1.4 Storage location

1.5 Supplier / Manufacturer

1.6 Purchase Order Reference No.

1.7 Is Material order complete?

MATERIAL RECEIVED PHOTOS

Add photo here

2.0 - RECEIVING INSPECTION REQUIREMENTS

2.1 Have you review project specifications prior to inspection?

2.2 Material complies with contractural requirements

2.3 Physical Condition of Material

2.4 Packaging

2.5 Make / Manufacturer are correct.

2.6 Identification/Marking as required per specifications

2.7 Material Certifications

2.8 Does inspection require Owner approval/signature?

3.0 - STORAGE AND MAINTENANCE REQUIREMENTS

3.0 Are there special offloading, handling or storage requirements (if so please explain).

Special Handling or Storage Requirements

4.0 - ADDITIONAL COMMENTS

4.1 Add additional comments here

5.0 - SIGNATURES

CONTRACTORS REPRESENTATIVE

Enter Date and Time

OWNER / OWNER REPRESENTATIVE

Enter Date and Time

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Frequently asked questions

Who should be responsible for filling out the material receiving report?

The receiving department staff who physically inspect the incoming materials should complete the report. Ideally, this person has knowledge of material specifications and quality requirements. For critical or high-value materials, consider having a second person verify the inspection and countersign the report to ensure accuracy and accountability.

How can a material receiving report help resolve supplier disputes?

A properly completed material receiving report serves as documented evidence of what was actually received compared to what was ordered. It captures discrepancies in real-time with supporting details and often photographic evidence. This documentation provides leverage when negotiating with suppliers about shortages, damages, or quality issues that occurred before materials reached your facility.

What are common mistakes to avoid when using a material receiving report template?

Common mistakes include incomplete documentation of discrepancies, failing to cross-reference with purchase orders, not recording batch numbers or lot information, overlooking quality inspection steps, and missing verification signatures. Another frequent error is rushing through inspections during busy receiving periods rather than maintaining consistent thoroughness regardless of workload.

Inioluwa Ademuwagun

Inioluwa is a freelance content writer with a passion for words and everything marketing. She has worked closely with B2B SaaS and e-commerce brands creating product-led content. She loves to read fiction and would describe herself as an introverted nerd who desires to travel around the world. She currently doing that with her words till she can with her eyes

This template, developed by Lumiform employees, serves as a starting point for businesses using the Lumiform platform and is intended as a hypothetical example only. It does not replace professional advice. Companies should consult qualified professionals to assess the suitability and legality of using this template in their specific workplace or jurisdiction. Lumiform is not liable for any errors or omissions in this template or for any actions taken based on its content.