Materials Delivery Checklist for Builders and Tradies

A delivery can look fine from the gate and still create a problem later. The wrong quantity, damaged packaging, incorrect product or missing docket may not be noticed until the crew needs the material.

Before unloading

• Supplier and carrier
• Purchase order or order reference
• Correct delivery address
• Safe access and unloading area
• Required lifting equipment
• Suitable protected storage location

Match the delivery to the order

• Product name and specification
• Quantity ordered and delivered
• Size, colour, grade or model
• Batch or serial number where relevant
• Back-ordered or substituted items

Do not rely only on the total number of packages. Ten boxes of the wrong product are still the wrong delivery.

Check condition before signing

• Impact damage
• Water exposure
• Broken seals
• Bent or cracked items
• Missing components
• Contamination or incorrect labelling

If the item cannot be fully inspected while packed, record that the check was limited and note when the full inspection will happen.

Photograph the delivery

1. 1

   Show the load

   Take a wide image showing the delivery and unloading location.

2. 2

   Capture identification

   Photograph labels, order references, batch or model information.

3. 3

   Record exceptions

   Take close images of damage, shortage or incorrect items.

4. 4

   Show storage

   Record how weather-sensitive material was protected.

Record shortages and damage clearly

Order listed 24 sheets of 13 mm wet-area plasterboard. Twenty-two sheets received. Two packs had torn wrapping; one sheet had a damaged corner. Supplier contacted at 10:35 am and photographs sent.

• Accepted in full
• Accepted with an exception noted
• Partly rejected
• Fully rejected
• Held for inspection

Store materials properly

• Keep products dry and off the ground
• Follow manufacturer storage instructions
• Protect material from traffic and other trades
• Separate fragile or hazardous items
• Record who accepted responsibility after delivery

Keep the documents together

• Delivery docket and purchase order
• Supplier invoice
• Product data or installation instructions
• Warranty, batch or certificate details
• Photos and supplier correspondence

This guide is general site-record guidance. Follow supplier instructions, site procedures and any project-specific requirements.