Checklist

Receiving & Quality Control Checklist

A practical, recordable receiving checklist designed to reduce errors, prevent early spoilage, document supplier non-conformance, and guide immediate corrective action. Includes structured fields for delivery identification, temperature and condition checks, accept/reject decisions, quarantine handling, and a ready-to-use non-conformance email template you can copy and send.

Interactive Tool

Receiving & Quality Control Checklist

Use this form to record a single delivery. Complete required checks to keep unsafe, incorrect, or spoiling goods out of inventory. If multiple line items differ in condition, note item-level details in the Item Details field and store photos in your shared photos folder, referencing filenames below.

Name of supplier or carrier (company).
Local date and time of delivery (e.g. 2026-09-14 14:25).
Reference number to match to purchase order or invoice.
List each item on a new line: Item name | Qty received | Qty expected | Temp (if applicable) | Condition (Accept/Reject). Example: Chicken breast | 20 | 20 | -18°C | Accept
Record a representative temperature for chilled items (°C). Leave blank if not applicable.
Record a representative temperature for frozen items (°C). Leave blank if not applicable.
Record the ambient temperature in the delivery area if relevant.
Answer Yes only if you recorded product temperatures for chilled/frozen goods.
Choose the best description of the delivery packaging.
Look for ice melt, wet packaging, or soft spots in frozen products.
Look for leakage, dirt, rodent/insect evidence, or other contamination.
Confirm key expiry or frozen-by dates meet your receiving standards.
Confirm product name, weight, lot/lot code, allergen info and country of origin as required.
Compare received qty to expected qty on PO or packing slip.
If short, over, or mismatch selected, note which items and amounts.
Accept only complete, safe, and accurately billed deliveries. Use 'Accept with conditions' for partial acceptance with notes.
If Yes, tag and move items to your quarantine area and complete quarantine fields below.
Location or tag number used to isolate items (fill if quarantine required).
Check all actions you completed after discovering an issue.
Describe the issue, items affected, quantities, and next steps taken or required.
Copy, edit, and send to supplier when notifying them of non-conformance.
List photo filenames or the shared folder path where supporting images are stored.
Typed name serves as the receiving signature.
Role of the person completing this form.
Anything else helpful, such as suggested follow-up, supplier contact details, or scheduling of disposal/return.
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