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Material inspection report
A material inspection report for construction materials delivered to site, filled in on a phone. Record each delivery (supplier, delivery note, purchase order, date and time) with its checks, then each material against the specification and the approved submittal: quantity ordered and delivered with the shortage worked out, batch, lot or heat number with a label scan, the certificates and marking received, condition, storage, and accepted, accepted with comments or rejected, with photos. Rejected material gets what happens to it (quarantined, returned or awaiting collection) and when the replacement is due. For general or food deliveries, use the goods in inspection checklist.
For site managers, storekeepers, quality managers, clerks of works and trade contractors receiving materials on construction sites.
Written for any country. The notes cover UKCA and CE marking for construction products in Great Britain, and US federal guide specification and OSHA storage rules; your specification decides which certificates each product needs.
- Each delivery: supplier, delivery note, purchase order, date and time, unloading and five checks
- Each material against the specification and approved submittal, with quantity ordered, delivered and short
- Batch, lot or heat number with a label scan, and the certificates and marking received
- Condition, storage, and accepted, accepted with comments or rejected, with photos
- Rejected and short items: quarantine or return, supplier told, replacement date, actions and sign-off
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What is a material inspection report in construction?
A material inspection report is useful when each line is checked against the approved submittal, not just the delivery note, and the batch or heat number ties the material to its certificates. Recording shortages and rejections at the gate, with photos, settles the claim with the supplier and keeps damaged material out of the works.
Last updated . Facts checked by the SiteSurvey team on 27 October 2026 against GOV.UK, Construction Products Regulation in Great Britain, GOV.UK, Using the UKCA marking, Unified Facilities Guide Specifications, UFGS 01 45 00 Quality Control (USACE, NAVFAC, AFCEC), FAR 52.236-5, Material and Workmanship (eCFR) and OSHA 29 CFR 1926.250, General requirements for storage (eCFR).
How to inspect materials on delivery
Have the order, the approved submittal and the specification to hand before the lorry arrives.
Record the delivery
Enter the supplier, delivery note and purchase order numbers, the time, and how it was unloaded. Photograph the delivery note and the load.
Check each material
For each line, enter the specification and submittal references, the quantity ordered and delivered, and the batch or heat number. Scan the label.
Check the paperwork
Tick the certificates received, such as mill test reports or a declaration of performance, and say whether they match the batch delivered.
Check condition and decide
Look for damage, wet or contamination, note where it is stored, and accept, accept with comments or reject. Photograph any damage.
Deal with rejections
Mark rejected material and keep it apart or send it back, tell the supplier, write it on the delivery note, and set the replacement date as an action.
What makes a material inspection report useful
Materials received, one entry per line with quantity, certificates, condition and result
MIR-031, two deliveries. Steel for grids 5 to 9: 38 of 38 pieces, inspection certificates match the heat numbers, accepted. M20 bolt assemblies: 320 of 400, 80 short, balance due 16 Oct. PIR boards pallet 2: corners crushed and facings torn in transit, 60 boards rejected and returned on the lorry, replacement due 19 Oct.
Fictional example. Record the actual evidence and approved arrangements for your job.
A common recording mistake
Signing the delivery note as received in good order before checking the load, then having nothing to support the claim when damaged boards are found later.
What happens next
Chase the open actions, inspect the replacement and the balance when they arrive on a new report, and file the certificates with the batch numbers.
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Every question in the material inspection report template
A material inspection report for construction materials received on site: each delivery with supplier, delivery note, PO and checks, then each material against its specification and approved submittal with quantity ordered and delivered, shortage, batch or lot number with a label scan, certificates and UKCA or CE marking, condition, storage, accepted, accepted with comments or rejected, photos, what happens to rejected items, counts, actions and sign-off. 5 sections and 93 questions. Follow-up questions and guidance appear only when an answer calls for them, so the person on site never sees the ones that do not apply.
Make it your own: every question is editable
This is a starting point, not a fixed form. Once it is in your SiteSurvey account you can reword any question, add or remove questions, sections and answer options, and add your own logo, so it fits the way your team works and the jobs you do.
Details you only enter once
Add this form to a project in SiteSurvey and it fills in what the project already knows, so nobody on site retypes it and every form on the job uses the same names. Anything filled in can still be changed.
- Project: the project name
- Site address: the site address, from the space or the project
- Client: the project's customer
Inspection details
- ProjectShort answer
Filled in from the project in SiteSurvey.
Fills in from the project name - Site addressShort answerFills in from the site address, from the space or the project
- ClientShort answerFills in from the project's customer
- Location (GPS)Short answer
- Inspection date*Date
- Inspected by*Short answer
- Report numberShort answer
For example MIR-031.
- Main contractorShort answer
- Package or tradeShort answer
For example structural steel, envelope.
- For use inShort answer
Building, level or area the material is for.
- CheckThis report records what arrived and its condition, checked against the approved submittal and the specification. It does not test the material or certify that it meets a standard.
- Weather on siteAnswer
Deliveries
- GuidanceOne entry per delivery. Several deliveries on the same day can go on one report.
- DeliveriesRepeat for each delivery. Each one asks:
- Supplier*Short answer
- Delivery note number*Short answer
- Purchase order numberShort answer
- Delivered onDate
- Time arrivedTime
- Haulier and driverShort answer
- Unloaded byChoose one
- Lorry-mounted crane
- Site crane
- Forklift or telehandler
- By hand
- Other
- Photo of the delivery note and the loadPhotos
- Delivered to the agreed place and timeChoose one
- Acceptable
- Action needed
- Not checked
- Not applicable
- What needs doing, or why not checkedNotesShown only when the answers above make it relevant
- Delivery note matches the purchase orderChoose one
Supplier, products, quantities and the site.
- Acceptable
- Action needed
- Not checked
- Not applicable
- What needs doing, or why not checkedNotesShown only when the answers above make it relevant
- Load secured and safe to unloadChoose one
- Acceptable
- Action needed
- Not checked
- Not applicable
- What needs doing, or why not checkedNotesShown only when the answers above make it relevant
- Unloading area firm, level and clear, with an exclusion zoneChoose one
- Acceptable
- Action needed
- Not checked
- Not applicable
- What needs doing, or why not checkedNotesShown only when the answers above make it relevant
- Unloaded with the right equipment, no damage in handlingChoose one
- Acceptable
- Action needed
- Not checked
- Not applicable
- What needs doing, or why not checkedNotesShown only when the answers above make it relevant
- d_issuesWorked out by the form
- d_ncWorked out by the form
- DeliveriesWorked out by the form
- Delivery checks needing actionWorked out by the form
- Not checkedWorked out by the form
Materials
- GuidanceUK (Great Britain). A construction product supplied to the GB market may carry UKCA or CE marking (or CE and UK(NI)). Where it is marked, the marking information includes the reference number of the declaration of performance. Your specification says what each product needs (gov.uk guidance on the Construction Products Regulation in Great Britain).
- GuidanceUS. On jobs that use UFGS 01 45 00, the daily quality control report records the quantity of materials received, with a statement of acceptability, storage and the specification and drawing reference. On federal contracts under FAR 52.236-5, material that needs approval and does not have it is used at the risk of later rejection.
- Materials receivedRepeat for each material. Each one asks:
- Material*Short answer
For example 203 x 133 x 25 UB beams, 100 mm PIR wall boards.
- TypeChoose one
- Structural steel
- Reinforcement
- Concrete products and masonry
- Timber and boards
- Insulation
- Membranes and waterproofing
- Roofing and cladding
- Doors and windows
- Mechanical and plumbing
- Electrical
- Fire protection
- Finishes
- Other
- Specification referenceShort answer
Clause or section, for example 05 12 00 or F10.
- Approved submittal referenceShort answer
- Against the approved submittal*Choose one
- Matches the approved submittal
- Different from the approved submittal
- No approved submittal yet
- No submittal needed
- CheckNot the approved product. Hold it and ask the designer or contract administrator before it is used.Shown when “Against the approved submittal” is “Different from the approved submittal”
- Delivery note numberShort answer
- ManufacturerShort answer
- UnitShort answer
For example boards, pieces, tonnes, m².
- Quantity orderedNumber
- Quantity deliveredNumber
- ShortWorked out by the form
- Quantity rejectedNumberShown only when the answers above make it relevant
- Batch, lot or heat numberShort answer
- Product label or tagScan a label: manufacturer, product, batch, lot or heat number, date of manufacture, marking (ukca or ce), declaration of performance reference
Optional. Scan the data plate or label to capture the numbers.
- Documents receivedTick all that apply
- Delivery note
- Declaration of performance
- UKCA or CE marking on the product or label
- Mill test report or inspection certificate
- Manufacturer test certificate
- Certificate of conformity
- Product data sheet
- Safety data sheet
- Certificates*Choose one
What the specification asks for, such as mill test reports for steel or a declaration of performance.
- Received and match the batch
- Received but do not match the batch
- Not received: requested
- None needed
- Certificates and delivery notePhotosShown only when the answers above make it relevant
- Condition*Choose one
- Good
- Minor damage
- Damaged
- Wet or contaminated
- What is wrongNotesShown only when the answers above make it relevant
- StorageChoose one
- Stored as the manufacturer instructs
- Stored temporarily: move
- Not stored correctly
- Stored whereShort answer
- Result*Choose one
- Accepted
- Accepted with comments
- Rejected
- Comments or reason for rejectionNotes
- What happens to the rejected materialChoose one
- Quarantined on site, marked rejected
- Returned on the delivery vehicle
- Awaiting collection by the supplier
- Other
Shown only when the answers above make it relevant - Quarantine areaShort answerShown when “What happens to the rejected material” is “Quarantined on site, marked rejected”
- Replacement or balance due byDateShown only when the answers above make it relevant
- Photos of the material, label and any damagePhotos
- Lines inspectedWorked out by the form
- AcceptedWorked out by the form
- Accepted with commentsWorked out by the form
- Rejected or part rejectedWorked out by the form
- Lines delivered shortWorked out by the form
- Lines missing or wrong certificatesWorked out by the form
- Not the approved productWorked out by the form
- Storage to correctWorked out by the form
- CheckStore materials so they are protected from weather and damage. Stacked materials must be secured so they cannot slide, fall or collapse (in the US, OSHA 29 CFR 1926.250(a)(1)).Shown only when the answers above make it relevant
Rejected and short items
- GuidanceNothing rejected or short on this delivery.Shown only when the answers above make it relevant
- Rejected material marked and kept apart from accepted stock?*Yes or NoShown only when the answers above make it relevant
- WarningMark rejected material clearly and keep it apart so it cannot be used by mistake.Shown only when the answers above make it relevant
- Supplier told?*Yes or NoShown only when the answers above make it relevant
- Told who, and howShort answerShown when “Supplier told?” is Yes
- Supplier return, credit or claim referenceShort answerShown when “Supplier told?” is Yes
- Shortage and damage written on the delivery note before signing?Yes or NoShown only when the answers above make it relevant
- Effect on the programmeNotes
For example insulation for the north wall now due Friday; boarding moves to next week.
Shown only when the answers above make it relevant - Photos of the quarantine area or the returned loadPhotosShown only when the answers above make it relevant
Result, actions and sign-off
- Material lines needing actionWorked out by the form
- ResultWorked out by the form
- Delivery checks needing action (counted separately)Worked out by the form
- ActionsRepeat for each action. Each one asks:
- Action*Notes
- PriorityChoose one
- Before use
- This week
- Before the next delivery
- For information
- Who will do it*Short answer
- Due byDate
- Status*Choose one
- Open
- In progress
- Done, checked
- Photo when donePhotosShown when “Status” is “Done, checked”
- Actions still openWorked out by the form
- Decision*Choose one
- All accepted for use
- Accepted for use except the rejected or held items
- Held: do not use until the actions are closed
- Next delivery or re-checkDate
- SummaryNotes
- Inspector nameShort answer
- Inspector signature*Signature
- Site manager or quality manager nameShort answer
- Site manager or quality manager signatureSignature
- CheckThis report records what was received and seen on the day. It does not certify the materials or replace the test certificates or the designer's approval.
See it filled in
A completed material inspection report report, made by SiteSurvey from a fictional site visit: every answer, the photos, the guidance that applied and the sign-off, ready to send as a PDF.
Material inspection report FAQs
How is this different from a goods in inspection?
A goods in check confirms that a delivery arrived complete and in good condition. A material inspection report goes further for construction: it checks each material against the specification and the approved submittal, records batch or heat numbers and certificates, and says whether it may be used. For general deliveries use the goods in inspection checklist, and for the driver's proof of delivery the delivery note template.
What marking should construction products have in Great Britain?
GOV.UK guidance says construction products supplied to the GB market may carry UKCA or CE marking (or CE and UK(NI)), and that the CE mark will continue to be available. Where a product is marked, the marking information includes the reference number of the declaration of performance. UKCA and CE marking show that the manufacturer believes the product meets the relevant requirements. Which products need marking depends on the designated standards, so check your specification. Northern Ireland has its own guidance.
Sources: GOV.UK, Construction Products Regulation in Great Britain and GOV.UK, Using the UKCA marking.
What certificates should come with the material?
Whatever your specification asks for. Typical examples are mill test reports or inspection certificates for steel, a declaration of performance for a marked construction product, and manufacturer test certificates. The report records which documents arrived and whether they match the batch or heat number delivered. It does not judge whether a certificate meets a standard.
What happens to rejected material?
Mark it clearly and keep it apart from accepted stock, or send it back on the lorry, so it cannot be used by mistake. Tell the supplier, write the problem on the delivery note before signing, and set a date for the replacement. On US federal contracts, FAR 52.236-5 says material that needs approval and does not have it is used at the risk of later rejection.
How should materials be stored after inspection?
As the manufacturer and the specification say. UFGS 01 45 00 asks for materials to be stored and handled to prevent loss from weather and other damage, kept covered and off the ground in a dry, secure area. In the US, OSHA 29 CFR 1926.250(a)(1) requires materials stored in tiers to be stacked, racked, blocked or otherwise secured so they cannot slide, fall or collapse. The report records where each material is stored and flags storage to correct.
Sources: Unified Facilities Guide Specifications, UFGS 01 45 00 Quality Control (USACE, NAVFAC, AFCEC) and OSHA 29 CFR 1926.250, General requirements for storage (eCFR).
Can I attach photos and the delivery note?
Yes. Each delivery has a photo of the delivery note and the load, each material has photos of the material, label and any damage, and certificates can be attached as files. The label scan captures the manufacturer, product, batch or heat number and marking from the label. The finished report is a PDF you can share by link.
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Record a non-conformance, contain it, find the root cause with 5 whys, set corrective actions with owners and dates, then verify and close.
A steelwork inspection record linking member marks, drawing revisions, connection and coating observations, hold points, deviations and review evidence.
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