A fence shipment may contain rolls, panels, posts, gates and small fittings with different count units. Match the physical packages and labels to the dated purchase record, and keep “received,” “visibly checked” and “accepted” as separate statuses.
1. Freeze the shipment identity
Use the same specification and delivery basis finalized in the quote comparison worksheet. Record references before checking individual packages.
2. Count in the unit shown on the order
| PO / item ID | Expected | Delivery document | Visible count | Label / package ID | Status / note |
|---|---|---|---|---|---|
| ________ | ___ rolls / panels / pcs | ________ | ________ | ________ | Match / shortage / over / unknown |
| ________ | ___ rolls / panels / pcs | ________ | ________ | ________ | Match / shortage / over / unknown |
| ________ | ___ rolls / panels / pcs | ________ | ________ | ________ | Match / shortage / over / unknown |
| ________ | ___ rolls / panels / pcs | ________ | ________ | ________ | Match / shortage / over / unknown |
Preserve all three values when they differ: ordered quantity, quantity stated on the delivery document and the visible physical count. Record the unit each number uses; do not silently convert rolls, bundles, pallets, metres, feet or pieces.
3. Photograph labels before they are separated
- Overall shipment and packaging arrangement.
- Each pallet, bundle, roll or crate identifier and its sequence number.
- Product description, manufacturer code or GTIN where present.
- Batch/lot, serial, roll dimensions, count and date fields where present.
- Handling or storage markings and the matching packing-list line.
A label field is optional unless the order or applicable process requires it. Record what is present and legible; do not infer a product, lot or compliance status from appearance.
Match a test report to the delivered material
A report is useful only when its scope and material identity can be connected to the order. The checks below help organize that review; they do not set universal sampling rates or acceptance limits.
- Identity: record the issuer, report number/date, product description and sample or lot reference; compare these with package labels and the purchase-order revision.
- Scope: distinguish a wire sample from finished fence fabric. Check the wire component, coating designation, standard edition and test method covered.
- Results: retain the reported units and compare each required result with the agreed requirement. Record missing tests and mismatched units as questions, not passes.
- Measurements: where the inspection plan requires dimensional checks, record the instrument, measurement location, whether coating is included and the applicable tolerance. A visual check cannot establish tensile strength or coating mass.
- Disposition: keep the original report and photographs together. Refer mismatches to the agreed reviewer before treating affected material as accepted.
ASTM distinguishes A116 fence fabric from A641/A641M galvanized wire. Referencing either standard is not evidence that this shipment complies. Use the contractually agreed full standard and inspection plan for acceptance requirements.
Check standard editions and units · Read our evidence policy
4. Record visible condition without declaring conformance
| Check point | Observed condition | Package / item ID | Photo | Action owner |
|---|---|---|---|---|
| Packaging, banding or wrap | Intact / changed / not visible | ________ | ________ | ________ |
| Roll ends, panels, posts or gates | Visible condition: ________ | ________ | ________ | ________ |
| Water, corrosion, deformation or abrasion signs | Observed / not observed / not accessible | ________ | ________ | ________ |
| Loose, missing or separated fittings | Observed / not observed / not accessible | ________ | ________ | ________ |
| Label legibility and match | Match / mismatch / unreadable | ________ | ________ | ________ |
Do not cut bands, climb loads, move heavy packages or unload materials unless the site’s authorized equipment, personnel and procedure cover the task. Stop and escalate unstable loads, damaged lifting points, traffic conflict, unknown hazardous markings or any condition outside the receiver’s role.
5. Reconcile the document package
Document requirements vary by purchase, project and jurisdiction. Treat this as a receipt register: the governing order or approved document schedule decides which items are required and who reviews them.
6. Open and close each discrepancy
| Discrepancy ID | Package / item | Observed issue | Quantity affected | Evidence | Routed to / date | Status / closeout |
|---|---|---|---|---|---|---|
| ________ | ________ | ________ | ________ | ________ | ________ | Open / closed: ________ |
| ________ | ________ | ________ | ________ | ________ | ________ | Open / closed: ________ |
Record the person or process that decides segregation, return, credit, replacement, inspection or release. Preserve the original observation and add the later disposition; do not overwrite the receipt record.
Questions buyers ask
What should I check when fence materials arrive?
Confirm shipment and order references, package and item counts in their stated units, label identity, visible packaging and product condition, required documents, discrepancies, photographs and the receiver’s name and time.
What if the packing list quantity differs from the physical count?
Preserve the order quantity, delivery-document quantity and visible count as separate values. Open a discrepancy, link photographs or count evidence and route it to the responsible buyer or supplier contact.
Does signing a delivery note mean the materials are accepted?
This checklist cannot interpret that consequence. Signature and acceptance rules depend on the contract, carrier terms and local process. Record what was and was not checked and seek the responsible commercial or legal review where needed.
Should I open every roll or package?
Follow the purchase and inspection plan plus safe handling requirements. If contents are inaccessible, record the package as received and the relevant checks as “not checked,” not “passed.”
Which documents are always required?
There is no universal list for every shipment. Use the purchase order and project document schedule. Common references include a delivery note, packing list, invoice, product data, drawings and any certificates or shipping documents specifically required.
Evidence and limits
University of California Santa Barbara procurement guidance checks shipment completeness against the original order, records discrepancies, signs and dates the receipt document, and retains missing-document notes. Rockefeller University describes matching packing slips to purchase orders and checking breakages and shortages. UK HMRC guidance describes delivery notes as records of the nature, quantity and date of delivered goods. GS1 logistics guidance explains common identifiers for logistic units, products, batch/lot, serial, count and roll dimensions. These are transferable recordkeeping patterns; none defines acceptance, carrier liability or fence conformance for a particular purchase.
Match to the order, record discrepancies, sign and date documents, and preserve missing-document notes.
Rockefeller University: Receiving Procedures PO and packing-slip matchLog receipt, compare order and packing slip, and inspect for breakages and shortages.
UK HMRC: Simple Purchases System Delivery-note fieldsNature and quantity of goods, delivery date and retained evidence; used only as a general record pattern.
GS1 Logistic Label Guideline Package and product identifiersIdentifiers and data fields that may appear on logistic and roll-product labels.