It is important that deliveries are brought onto the site just in time, neither too early nor too late. Always provide a delivery date when an order is placed. You should generally allow three days from the date of call-up A call-up is the placing of an order or confirmation of an order for materials or labour. to the date of delivery.
Usually site deliveries are controlled and recorded using a delivery sheet A delivery sheet is the detailed list of the materials which are being delivered to the site. For example, the list may be for timber or steel components. and diary entries.
Small builders generally do not have set delivery procedures as the builder is frequently not on-site when deliveries are made. However, it is important to physically check each delivery against the delivery sheet at the earliest possible opportunity.
Every item on the delivery sheet should be located and ticked off on the sheet. If your sub-contractors are reliable, they may notify the builder when a delivery arrives. If the builder is not able to be present for the delivery, the delivery sheet can be collected next time the builder is on-site. Usually the delivery sheet is left in a sealed envelope with the goods.
Download a sample delivery sheet (Word 279 KB) for a small residential project.
If some items are missing from the delivery, you need to phone the supplier. A subsequent delivery is then organised. Sometimes a company representative will be sent with the missing supplies. Occasionally, another order needs to be sent, quoting the same order number with an 'S' added to indicate that a delivery has been 'short' in the goods received, eg order number 1160S.
The process is similar for larger builders but often they have a delivery acceptance slip to be filled in by the site supervisor which is then forwarded to the site office.