Material inspection report: free receiving inspection template (Excel and PDF)
Deskely Completions team Singapore
A material receiving inspection report records what arrived on site or in the yard, whether it matches the purchase order, whether its certificates and markings are right, and whether it was accepted, rejected or put on hold.
This page gives you a free material inspection report in Excel and PDF and explains what to check when material is received.
- Check the delivery against the purchase order and the packing list.
- Match the heat numbers on the material with the certificates.
- Look for damage, corrosion and missing end protection.
- Quarantine rejected items and raise an NCR straight away.
What to check on receipt
- Quantity and identity: items, sizes and ratings against the purchase order and packing list.
- Certificates: material certificates of the type specified, often EN 10204 type 3.1, with heat or batch numbers that match the marking.
- Marking: grade, size, rating and heat number legible on each item.
- Condition: no damage, corrosion or contamination; end caps, coatings and preservation intact.
- PMI: positive material identification for alloy materials where the specification requires it.
Anything that fails is tagged, kept apart from accepted material and recorded on a non-conformance report.
The template
One line per item: description, size and rating, grade, heat number, quantities ordered and received, certificate, marking and condition, and the result: Accepted, Rejected or Hold.
Traceability through to handover
Material certificates are among the first quality records on a project and among the last checked: they go into the handover dossier, linked to the welds and test packs that used the material.
In Deskely, findings and records are held against the tag they belong to, so a material problem is visible wherever that material ends up.
The Deskely products for this
Frequently asked questions
What is a material inspection report?
A record of material received, checked against the purchase order, the certificates and the marking, with the condition and whether it was accepted.
What is an EN 10204 3.1 certificate?
An inspection certificate issued by the manufacturer's inspection representative, independent of production, stating that the material meets the order, with specific test results.
What happens to rejected material?
It is tagged, quarantined away from accepted stock and recorded on an NCR, then returned, replaced or dispositioned.
Who signs the receiving inspection?
The receiving inspector, and where required the client's representative.
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