Material problems are cheapest when caught at the tailgate. A named receiver and a one-page checklist turn fifteen minutes into days of schedule protection.
In this article
Why receiving matters
A wrong or damaged delivery discovered at installation stops a crew, pushes the schedule and starts a fight about who pays. Discovered at the truck, it is a phone call. Fifteen minutes of receiving is the cheapest quality control on the job.
Assign a receiver
Every delivery needs a named person with the purchase order in hand. A delivery signed by whoever was closest is a delivery nobody checked. Put expected deliveries on the look-ahead so the superintendent knows who is receiving what.
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Check against the PO, not the ticket
The delivery ticket shows what the supplier sent; the purchase order and approved submittal show what you need. Check quantity, size, model, finish, color and lot. The wrong door hardware finish looks fine in the box.
Open and look
- Crushed or wet packaging hiding damage.
- Warped or wet lumber.
- Cracked glass and fixtures.
- Mismatched lots in tile, carpet and paint.
Note exceptions before signing
Write shortages and damage on the delivery ticket before signing, and photograph them. A clean signature makes claims much harder, and freight carriers often have short windows for damage claims.
Plan the staging
Decide in advance where each delivery lands: out of weather, out of traffic paths and secured from theft. Material dropped at the curb overnight can disappear, and material staged in the wrong place gets moved twice.
When the supplier got it wrong
Call the same day, send the photos and get a replacement date in writing. If the item blocks the critical path, ask what equivalent product can be picked up today and route the submittal question to the architect immediately. Resequence the crew while you wait so labor is not standing idle.
Owner-furnished items
When the owner supplies equipment or finishes, inspect on arrival and report problems in writing the same day. If you do not, the damage starts to look like yours.
Keep the paper
File delivery tickets with the PO. At closeout and in job costing, that file shows what was bought, returned and billed, and it settles backcharge disputes with suppliers.
Where to start
Create a one-page receiving checklist, post it in the trailer and require a photo of every signed ticket in the daily report.
Field discipline protects the margin.
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Frequently asked questions
What should be checked when materials are delivered to a jobsite?
Item by item against the purchase order and approved submittal: quantity, size, model, finish, color and lot. Open damaged packaging, write shortages and damage on the delivery ticket before signing and photograph them.