The main things to know
- Give the person receiving the load a copy of the order or delivery requirement.
- Check identity and condition before checking quantity.
- Do not accept a substitution for structural material without the responsible professional’s approval.
- Separate questionable material so it is not used by mistake.
- Photographs support the delivery record but do not replace inspection or testing.
Prepare before the lorry arrives
The site receiver needs to know what was ordered. A delivery note alone is not enough because it is normally written by the supplier. Keep the purchase order, material description and expected quantity ready for comparison.
- Clear a safe offloading and storage area.
- Know who can accept, reject or pause a delivery.
- Have a suitable way to count, measure or weigh the item.
- Keep different sizes and grades separate.
- Plan for rain if cement, steel, timber or fittings are expected.
The five checks for every delivery
| Check | Question to answer |
|---|---|
| Identity | Is this the material, size, grade, brand or specification that was ordered? |
| Condition | Is it dry, clean, undamaged and fit for its intended use? |
| Quantity | Does the count, length, weight or volume match the order and delivery note? |
| Documents | Are the delivery note, batch details, receipts or certificates required for this item present? |
| Storage | Can it be offloaded without damage and stored safely until use? |
Complete these checks before the supplier’s vehicle leaves where practical. If a full technical check takes longer, mark the delivery as awaiting inspection and keep it separate.
What to look at for common materials
Quarry stone
Compare the stone with the approved sample or project requirement. Look for consistent dimensions, badly broken pieces, weak or heavily weathered material and a load that differs from what was ordered.
Sand, ballast and aggregates
Check the material type and size, visible cleanliness and whether soil, rubbish or other material has mixed into the load. Suitability for concrete or another structural use should follow the project specification and any required tests.
Cement
Confirm the specified type, manufacturer, quantity and batch information. Bags should be sealed, dry and free from hard lumps. Store them off the floor and away from rain or damp walls.
Reinforcement steel
Confirm bar diameter, length, quantity and the specified grade. Keep identification and supplier documents with the delivery record. Ask the structural engineer before accepting any proposed change.
Timber
Confirm the species, section size, length, treatment and moisture requirement for the intended use. Check for serious warping, decay or insect damage and store timber with support and airflow.
Use the correct unit when checking quantity
A quotation and delivery record should use a unit both sides understand. Pieces, bags, metres and tonnes are clear when they can be counted or measured. Loose material sold by a truck description needs an agreed capacity and checking method.
Write down shortages while the delivery is being received. Memory becomes unreliable after several loads have arrived and the material has started moving around the site.
What to do when something is wrong
- Stop the questionable material from being used.
- Record the date, supplier, delivery note and exact problem.
- Take clear photographs and measurements where they help explain the issue.
- Tell the supplier promptly and agree whether the material will be replaced, returned or assessed further.
- Ask the architect or engineer where the problem affects their specification.
A useful delivery record
For each delivery, record the order reference, supplier, material, quantity ordered, quantity accepted, date, site and the person who checked it. Attach the delivery note and photographs when useful.
This record helps the site team reconcile purchases with the bill of quantities and work completed. It also gives an owner living abroad a clearer view of where the project money went.
Talk to TimberStone about procurement and site delivery controls
Questions we get asked
- Who should receive materials on a construction site?
- A named person who knows what was ordered and has authority to record a shortage, pause offloading or reject unsuitable material.
- Are delivery photographs enough proof?
- No. Photographs are useful with a delivery note, quantity check and inspection record. They may not show grade, internal quality or the full quantity.
- Can a supplier replace one steel bar size with another?
- Only with the structural engineer’s approval. Bar size, spacing and grade work together in the design.
- How should cement be stored on site?
- Keep it dry, covered, raised off the floor and away from damp walls. Use a controlled store and manage older suitable stock first.
- What if the lorry arrives when the site supervisor is away?
- Use the agreed receiving person or hold the delivery. Unchecked offloading can make shortages and quality disputes difficult to resolve.
Written by
Dennis Maina
Mechanical Engineer, Materials & Logistics
Dennis Maina manages the practical journey from choosing building materials to getting them to site in the right condition and at the right time. He also keeps TimberStone’s kiln and site equipment working properly.
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Where do building materials for a Nanyuki project come from?
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Can building materials travel from Nairobi to Nanyuki by train?
Rail can be considered for a suitable bulk shipment from Nairobi to Nanyuki, but it needs a confirmed Kenya Railways freight service and quotation for the actual goods. Compare the complete trip, including loading, rail charges, unloading, storage, timing and the final movement to site.