Record received material against the project documentation.
Illustrative specification workspace. Blank records and samples do not establish product approval or acceptance criteria.Reference the selected product instructions, assign receiving responsibility and keep the shipment identifiable.
Plan the receiving handoff
Identify the expected delivery location, receiving contact and documents needed with the shipment. The receiving log should connect package labels and quantities to the purchase item and current product record. Clarify how visible damage, missing pieces or identity differences are documented and reported. A receiving signature should have the meaning assigned by the contract; the workflow should not silently treat it as technical acceptance of concealed characteristics. Plan where questionable material can remain identifiable while a responsible person reviews the issue.
Use the applicable storage instructions
Obtain the current storage and handling instructions for the selected product and make them available to the party controlling the storage area. Record the planned location and protection arrangements, including any movement between storage areas. Wood moisture behavior makes storage conditions relevant, but a generic guide should not prescribe one universal wrapping or acclimation method. If site constraints prevent following the product instructions, request a documented resolution before improvising. Keep the instruction reference attached to the logistics record so it remains available when delivery timing changes.
Preserve the condition history
Record delivery date, observed condition, package identifiers and any project-required moisture measurements. If protective arrangements change or material is exposed unexpectedly, note the event and notify the assigned reviewer where required. Do not mix unidentified replacement boards into an unresolved lot. Before installation, confirm that the required preinstallation checks have a recorded disposition and that the crew has the current documents. The aim is a useful chain of custody from receipt to use, allowing later questions to be tied to the actual material instead of a generic order description.
Build a receiving record that can be reconciled
Keep the shipment record separate from the product approval record. One answers what arrived and where it went; the other records whether the proposed material satisfies the project requirements. Link them by purchase item, package identifier and document revision.
Scroll sideways to read all columns. Keyboard: focus the table and use the arrow keys.
| Record field | What to capture |
|---|---|
| Identity | Purchase item, package or lot label, delivery reference and current product record. |
| Quantity and condition | Counting basis, observed discrepancy, dated photographs and who recorded it. |
| Storage handoff | Location, responsible party and applicable instruction title and revision. |
| Exception | Affected packages, question, person asked to respond and response reference. |
| Disposition | Reviewer, decision date, scope of decision and remaining checks. |
Worked example: the label does not match the delivery record
Hypothetical example: the delivery note lists package P-07 against purchase item W-03, but the package tag shows a different profile reference. Record both references, photograph the tag and link the observation to receiving exception RE-01. Write "identity mismatch; clarification requested," rather than "wrong material confirmed." The discrepancy remains a question until the responsible party resolves it.
Keep P-07 identifiable under the applicable handling instructions. Ask the supplier to reconcile the tag, delivery note and current product record. Attach the written response to RE-01. If it corrects a clerical label, record which identifier changed and who authorized the correction. If it proposes replacement material or a different profile, route that proposal through project review instead of overwriting the original observation.
Before closing the exception, check the corrected identifier against the affected package and retain the earlier record. Closing an identity question does not resolve separate moisture, appearance, machining or installation checks. Record those dispositions independently, using the authority and requirements assigned for the project.
Carry the unresolved issue into the review register
In the submittal register, use the Delivery / storage plan row to identify the logistics document and revision. Received means the document is available; it does not mean the plan has been accepted. Put the reviewer, open questions and response references in Reviewer / disposition. Record the superseded revision so an older arrangement is not mistaken for the current one.
The register tracks document review; it does not replace a package-by-package receiving log. Keep photographs, count sheets and exception records with the project package and reference them from the review note. Download the standalone register before leaving the page. For a combined material and evidence record, use the material package builder.
Evidence & scope
Background on moisture conditioning and dimensional response. Historical edition; use current product instructions for project requirements.
Original planning guidance. References support their stated technical scope; examples and workflows do not establish product approval.