📍 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.
_____________
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.