Free delivery receiving checklist for retail stores

Check every delivery in the same way, whoever is on shift. This editable receiving checklist goes from getting the receiving area ready to checking cartons against the paperwork and putting stock away, with space to name the person responsible for each step. Tick tasks off as the delivery comes in, then print or download a copy. You do not need an account, and nothing is kept after you close the tab.

Use it as a goods receiving checklist template for your own store. Rewrite the sample tasks to match your suppliers and stockroom, then keep a copy with each delivery's paperwork. To prepare the order itself, use the purchase order generator.

How to use the checklist builder

1. Enter the name of the person receiving, the store or location, and the delivery date.
2. Adapt the sample tasks to your receiving procedure. Type a name in the Owner field beside each task, and remove any row that does not apply with its bin icon.
3. Add extra checks with the New task field, such as a temperature check for chilled stock. Choose a section, then select Add task. The checklist holds up to 40 tasks.
4. Tick each task as the delivery is checked in. The progress line shows how many tasks are complete.
5. Choose Print / PDF to print the list or save it as a PDF from your browser's print dialog, or Download text for a plain-text copy with owners and completion marks.

What the sample covers

The starter list has three sections that follow a delivery from the door to the shelf.

• Before the delivery arrives. Check the expected delivery against the purchase order or supplier notice. Clear the receiving area and keep a path to storage free. Have the delivery paperwork, a pen and any equipment you need ready.
• Check the delivery. Confirm the supplier, delivery reference and number of cartons or pallets. Inspect packaging for damage, leaks or signs of tampering before you sign. Count items against the delivery note and record any shortages or extras. Check use-by dates and storage needs for perishable or chilled stock.
• Put stock away. Note shortages, damage or substitutions on the delivery note and tell the supplier. Move stock to the right storage area, with older stock placed to be used first. File the signed delivery note and update the order or stock record.

Deliveries often arrive at a back door that is also an exit. OSHA's fact sheet on emergency exit routes says employers must keep exit routes unobstructed by materials or equipment, so decide where cartons wait before they are put away.

Adapt it to your store

Receiving procedures differ by supplier, product and store size, so replace each general task with the step your team follows. A grocery store might add a temperature check before chilled or frozen stock is accepted. Many state and local food rules are based on the FDA Food Code, so check the rules where you trade for what to record when food arrives.

Owners help when more than one person receives. Put the count and the signature under one name, and give putting stock away to the colleagues who do it. Owner names are notes in your draft; the tool does not notify anyone or update your stock.

You can rename, add, reorder or remove sections, and the arrow buttons move a task up or down, into the next section at either end. Every task needs text before you can download or print.

Keep a copy with the paperwork

Your draft stays in this browser tab when you refresh, and closing the tab clears it, so download a checklist file to reopen it later, or print before you close the tab. The plain-text download lists the person receiving, location, delivery date, a count of completed tasks, and every task with its completion mark and owner.

For a printable receiving checklist, leave the completion boxes unticked and choose Print / PDF, then keep a copy at the receiving door. When you count what arrived, the stocktake tool records counts and variances, and the shelf label maker prints labels for new lines.

Frequently asked questions

How do you check in a delivery?

Compare the delivery with the order, check the packaging before you sign, count what arrived against the delivery note, record any shortages or damage, and put stock away so older stock is used first. Edit the sample to match your own receiving procedure.

What should I do if a delivery is short or damaged?

Record it on the delivery note before you sign, tell the supplier through your usual process, and keep a copy with the order. Add the steps your suppliers ask for to the checklist.

Is this connected to my stock or ordering systems?

No. It is a standalone checklist. It does not read purchase orders, update stock or contact suppliers. Your changes stay in this browser tab until you close it.

Can I use it for every supplier?

Yes. Keep the tasks general for one routine, or adjust them for a supplier with its own requirements and download that copy before you choose Reset sample. After you confirm, the original tasks return and the name, location and date fields clear.