Form library · Quality and compliance
Stock take template
For stock controllers and people verifying a physical count. Record count controls, stock lines and reconciliation. Try the form below, see every question or download a blank PDF or Word copy.
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Is a stocktake form the same as an accounting record?
GOV.UK describes the accounting records different businesses must keep. Traditional accounting for a self-employed business includes the value of closing stock and work in progress; company records can include stock held and stocktakes used to work it out. A count supports those records but does not replace the accounts or determine the correct valuation method.
Last updated . Facts checked by the SiteSurvey team on 6 October 2026 against HMRC records for self-employed businesses and GOV.UK company accounting records.
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Every question in the stock count and discrepancy record template
A stocktake record with count locations, item references, book and physical quantities, calculated variances, recounts and adjustment approval. 5 sections and 36 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 or premises address: the site address, from the space or the project
- Client or organisation: the project's customer
Record details and scope
- ProjectShort answer
Filled in from the project in SiteSurvey.
Fills in from the project name - Site or premises addressShort answerFills in from the site address, from the space or the project
- Client or organisationShort answerFills in from the project's customer
- Record date*Date
- Person completing the record*Short answer
- CheckThis records quantities and discrepancy decisions. It does not update stock software, post accounting entries or provide tax or valuation advice.
- CheckGOV.UK describes the accounting records different businesses must keep. Traditional accounting for a self-employed business includes the value of closing stock and work in progress; company records can include stock held and stocktakes used to work it out. A count supports those records but does not replace the accounts or determine the correct valuation method.
Count controls
- Count reference*Short answer
- Locations and stock included*Notes
- Movement cut-off date and timeShort answer
- How deliveries and issues during the count are controlledNotes
Explain how stock movements during counting will be identified and reconciled. Include the cut-off reference so a second person can reproduce the count.
- CounterShort answer
- Independent verifierShort answer
Stock lines
- Stock lineRepeat for each stock line. Each one asks:
- Item code and description*Short answer
- Bin or location*Short answer
- Counting unit*Short answer
- Book quantity*Number
- Physical quantity*Number
- Physical less book quantityWorked out by the formShown when “Physical quantity” is answered and “Book quantity” is answered
- Recount quantityNumber
- Explanation and evidence for a discrepancyNotes
- Supporting photosPhotos
Reconciliation
- Uncounted, damaged, third-party or quarantined stockNotes
- Proposed adjustments and supporting referencesNotes
- Adjustment approverShort answer
- Adjustment approval dateDate
- Inventory update reference, if performed separatelyNotes
Actions and review
- Are further actions required?*Choose one
- Yes
- No
- Further actionRepeat for each further action. Each one asks:Shown when “Are further actions required?” is “Yes”
- Action and evidence reference*Notes
- Person responsible*Short answer
- Target dateDate
- Action status*Choose one
- Open
- In progress
- Completed
- Completion evidence*NotesShown when “Action status” is “Completed”
- Outstanding limitations and information to pass onNotes
- Record status*Choose one
- Ready for review
- Further work needed
- Work or use stopped
- Reviewed byShort answer
- Review dateDate
- Author signature*Signature
- CheckSigning records the information entered. It does not itself certify legal compliance, remove a limitation or authorise unsafe work.
Scope and responsibility
This records quantities and discrepancy decisions. It does not update stock software, post accounting entries or provide tax or valuation advice.
What a useful entry looks like
How deliveries and issues during the count are controlled
Explain how stock movements during counting will be identified and reconciled. Include the cut-off reference so a second person can reproduce the count.
Count started at 09:00. Deliveries received afterwards are held in bay C and recorded on receipt sheet RC-14 before reconciliation.
Fictional example of record wording. Use the actual evidence and approved arrangements for your job; this is not a completed report or an instruction to carry out the work.
See it filled in
A completed stock count and discrepancy record 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.
Stock Count and Discrepancy Record FAQs
How should I record “How deliveries and issues during the count are controlled”?
Explain how stock movements during counting will be identified and reconciled. Include the cut-off reference so a second person can reproduce the count.
How is the variance calculated?
For each line the form subtracts the book quantity from the physical quantity. A positive value is a surplus; a negative value is a shortage. Both quantities must be entered before the result appears.
Can I record a recount?
Yes. Record the recount separately and explain the discrepancy. The first count and its variance remain visible rather than being silently replaced.
Does a signed count authorise a stock adjustment?
No. Record the proposed adjustment, approver and external update reference. Your organisation decides who may authorise and post changes.
What are the limits of this template?
This records quantities and discrepancy decisions. It does not update stock software, post accounting entries or provide tax or valuation advice.
Can I complete this form on site and share the record?
In the SiteSurvey app the form works offline, with photos and signatures recorded against the questions. Share the completed record as a PDF or a link. Dates and action owners are recorded fields; this form does not send reminders or update other systems.
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