PMC›📦 Procurement & Stores›Material Inspection Report (MIR)

Material Inspection Report (MIR)

form

PMC-PRC-FRM-006·v1.0-beta·⚠ Beta — review before use

This form is used to officially record the inspection of materials when they arrive at the site. It ensures that the delivered material matches the Purchase Order, approved make, and technical specifications before it is accepted from the supplier.

ReferencesIS 1786 (TMT Steel)IS 456 (Plain and Reinforced Concrete)CPWD Specifications (Vol I & II)FIDIC Conditions of Contract, Sub-clause 7.3 (Inspection)FIDIC Conditions of Contract, Sub-clause 7.5 (Rejection)

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📍 When to use this template

Whenever any construction material is delivered to the site stores by a supplier or vendor.
Before the material is formally accepted and recorded in the Goods Receipt Note (GRN) and Stores Ledger.
Filled by the Site Engineer/Stores In-charge, and jointly signed by the Contractor's QC Engineer and the PMC/Client's representative.

Sections & fields

Preview of the template structure. Download Excel to fill on site.

1Header / Project Information7 fields

Project Name

_____________

Contract / Package No.

_____________

MIR No.

_____________

Date of Inspection

_____________

Location of Inspection (e.g., Site Stores, Laydown Area)

_____________

Prepared By (Contractor's QC)

_____________

Reviewed By (PMC/Client Engineer)

_____________

2Material & Supplier Details7 fields

Material Description (e.g., TMT Steel Fe500D)

_____________

Supplier / Vendor Name

_____________

Purchase Order (PO) No. & Date

_____________

Challan / Invoice No. & Date

_____________

GRN No. (if applicable)

_____________

Approved Make / Brand (as per contract)

_____________

Material Approval Request (MAR) Ref. No.

_____________

3Quantity Details7 fields

Unit of Measurement (UOM)

_____________

Quantity as per Challan / Invoice

_____________

Quantity Received at Site

_____________

Quantity Inspected

_____________

Quantity Accepted

_____________

Quantity Rejected

_____________

Reason for Rejection (if any)

_____________

4Inspection Checklist (Visual & Documentary)8 fields

Visual Condition (Damage, Rust, Warpage, etc.)

_____________

Packing & Marking Verification

_____________

Dimensions / Size Verification (as per spec)

_____________

Batch No. / Heat No. / Lot No. Verification

_____________

Manufacturing Date / Expiry Date Check

_____________

Compliance with Approved Sample

_____________

Manufacturer's Test Certificate (MTC) Verified

_____________

Third-Party Test Report Ref. (if required)

_____________

5Inspection Outcome & Sign-off6 fields

Inspection Status (Accepted / Rejected / Accepted with Remarks / Hold for further testing)

_____________

Remarks / Observations

_____________

Action for Rejected Material (e.g., Return to supplier, Segregate)

_____________

Contractor QC Engineer (Name & Signature)

_____________

PMC / Client Engineer (Name & Signature)

_____________

Stores In-charge (Name & Signature)

_____________

💡 Sample filled excerpt

Material: TMT Steel, 12mm Dia, Fe500D. Supplier: Jindal Steel. PO No: PO/SITE/23-24/112. Challan Qty: 25.4 MT. Inspected Qty: 25.4 MT. Accepted Qty: 25.2 MT. Rejected Qty: 0.2 MT. Reason for Rejection: Excessive rust and bending on 4 bundles. Status: Accepted with Remarks.

⚖ Compliance notes

Fulfills quality control requirements as per the project's Quality Assurance Plan (QAP) and contract specifications.
Essential document for audit trail, linking Purchase Order to material consumption and RA Bills.
Supports compliance with FIDIC Sub-clause 7.3 (Inspection) and 7.5 (Rejection) regarding material quality.
Mandatory for ISO 9001 quality management systems to ensure traceability of incoming materials.

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