Build · free template

Material Delivery Receipt

One-screen delivery receipt for site: job number and cost code, supplier and order, what arrived, condition, shortages or damage, and who signed for it.

A ready-to-use construction form for small teams who need a reliable intake process: 12 questions, 1 page, 2 conditional rules.

Questions
12
Pages
1
Layouts
card · classic
Time to complete
≈ 3 min
Conditional rules
2
Preview it in the gallery

Searches this template answers

Live preview and test console

This is the real form. Answer it to test the flow — nothing is sent or stored.

Sign the delivery in at the gate

Condition on arrival

Attach a file — the size limit is shown below.

Any file type up to 50 MB (larger files are rejected) · uploads are saved on the live form

Draw your signature with a mouse or finger.

This template runs as a straight sequence — no branching rules.

Compliance checklist

Ready to publish
  • Payment items priced — passingEvery payment question charges a real amount, so a submission always records a payment.
  • Conditional logic resolves — passingEvery rule points at a question or page that exists in this template.
  • Legal text not required — passingThis template collects neither health nor regulated financial information.
  • Question labels unique — passingLogic and exports address questions by label, so duplicates are ambiguous.

What happens after submit: nothing is stored in this preview. On your own copy, every response triggers an instant email notification and lands in your response dashboard, ready to export or forward.

Happy with it? Take a copy into your workspace — every question, rule and setting comes with it.

Who this template is for

Material Delivery Receipt is built for small teams who need a reliable intake process who need to collect the same complete information from everyone.

  • Small teams who need a reliable intake process working in construction.
  • Teams who need to collect the same complete information from everyone without writing code or paying for a custom build.
  • Anyone replacing chasing missing details over email with one structured record per enquiry.
  • Respondents are the people you send it to — the form asks them 12 questions across 1 screen.
  • Mobile-heavy audiences, thanks to the one-question-per-screen card layout.

Why this form is useful

It removes the cost of chasing missing details over email and turns each submission into a record your team can act on immediately.

  • 10 questions are required, so submissions arrive complete instead of needing a follow-up email.
  • It accepts a document or photo upload as evidence.
  • It records a signature you can keep as proof of agreement.
  • It pins the request to a specific date.
  • It captures a numeric value you can filter and sort on.
  • Conditional logic hides 2 questions until they are relevant — shorter forms convert better than long ones.
  • Every response is stored, searchable and exportable, so nothing depends on one person's inbox.

How to use this template

From copy to live form is a few minutes of work, and every step is reversible.

  1. 1Press “Use this template” — a fresh copy of Material Delivery Receipt lands in your workspace, ready to edit.
  2. 2Rename or delete any question, and change what is required. Nothing here is fixed.
  3. 3Open Notifications and add the email addresses that should be alerted on each submission; add an auto-reply to the respondent if the form collects an email address.
  4. 4Check the upload limits on the file question so respondents can attach what you actually need.
  5. 5Publish it, then either share the link directly or paste the embed snippet into your site — the embedded form resizes to fit and loads no marketing or advertising trackers.
  6. 6Watch responses land in Submissions, where you can filter, label and export them to CSV or PDF.

Logic and conditions blueprint

Exactly how this form behaves as it is answered — 2 conditional rules ship with it.

  • Features conditional validation: if “Condition on arrival” is Damaged or short, “What is short or damaged, and by how much” becomes mandatory before the form can be sent.
  • Features conditional validation: if “Condition on arrival” is Damaged or short, “Photo of the damage or shortage” becomes mandatory before the form can be sent.
  • All 2 rules are editable in the Logic tab, and the built-in checker warns about rules that contradict each other.

About this template

Materials signed for on a paper delivery note at a site gate are the easiest thing in construction to lose track of, and short deliveries only surface when the invoice arrives. This single screen takes under two minutes at the gate. It records the job number, the supplier and the purchase order, and the date. Then what actually arrived, described plainly, with the quantity received and the quantity ordered side by side, because that pair is what makes a shortage visible on the day. If anything is short or damaged, the form opens a description and a required photo, since photographic evidence taken at the gate is what supports a credit later. It asks where the materials were placed on site, which prevents the familiar hunt on the morning they are needed, and closes with a signature from whoever received it. Cost coding, storage responsibility, insurance and credits are handled by your supplier terms and job costing system.

What this form asks

Every question is editable — rename it, make it optional, or delete it entirely.

Delivery received

  • Job numberrequired
  • Supplierrequired
  • Purchase order numberrequired
  • Daterequired
  • What arrivedrequired
  • Quantity receivedrequired
  • Quantity orderedrequired
  • Condition on arrivalrequired
  • What is short or damaged, and by how much
  • Photo of the damage or shortage
  • Where it was placed on siterequired
  • Signaturerequired

12 questions in total.

Example of a completed material delivery receipt form

Shows how a delivery might be signed in at the gate, including a shortage that was noticed on arrival.

Job number
J-3391
Supplier
Northgate Building Supplies
What arrived
40 bags of cement, 200 blocks
Quantity received
200
Quantity ordered
220
Condition on arrival
Damaged or short
What is short or damaged, and by how much
20 blocks short

Sample data — no real people, addresses or records are shown.

How the form changes as it's filled in

This template ships with 2 conditional rules, grouped into 1 behaviour driven by 1 question. Everything below is already set up — edit or delete any rule once the template is in your workspace.

Driven by “Condition on arrival”

  • Makes answers required

    If “Condition on arrival” is Damaged or short, “What is short or damaged, and by how much” and “Photo of the damage or shortage” become required before the form can be submitted.

Set it up step by step

  1. 1

    Keep it at the gate

    One tablet or the gateman's phone in card layout means a delivery is recorded as it is unloaded, not from a note in a pocket.

  2. 2

    Always fill both quantity fields

    Received against ordered on the same screen is what turns a shortage into a same-day credit request.

  3. 3

    Photograph damage before unloading

    A photo taken while the vehicle is still on site is worth more than one taken after the pallet is moved.

  4. 4

    Record the location

    Naming where the materials were placed saves the search on the day the crew needs them.

Mistakes to avoid

  • Signing the driver's note clean without checking counts, which gives away any shortage claim.
  • Not recording the purchase order, so the delivery cannot be matched to the invoice.
  • Skipping the photo on damaged goods, leaving a credit request that rests on a description.

What it pairs with

Most teams don't run this form on its own. These are the forms and systems it sits next to.

What to do with the responses

Match receipts to purchase orders and invoices by job number, raise credits for shortages and damage the same day, and note deliveries in the daily site report.

Works in both layouts

Browse card templatesBrowse classic templates

Forms that overlap this one

These pages cover the same subject ground as the material delivery receipt, matched on the words people actually search for.

Privacy & compliance

This form collects health information. Keep access limited to the people who need it, turn on encrypted answers for the clinical questions, and set a retention window so records don't sit in the dashboard forever.

Frequently asked questions

How is this different from a goods received note?

A goods received note suits a warehouse. This is a site gate: job number, where it was placed on site, and photographic evidence taken on the spot.

Should the driver sign it?

The receiver signs. If you need the driver's acknowledgement of a shortage, note it against the delivery separately.

Can it handle a part-refused delivery?

Record it as short and describe what was sent back in the shortage field, so the supplier and the invoice can be corrected.

What about plant deliveries?

Use the site equipment rental request for hire, and record its arrival in the daily site report; this form is for materials against a purchase order.

Is the Material Delivery Receipt template free to use?

Yes. You can preview and test Material Delivery Receipt on this page without an account, and take a copy into your own HelloForms workspace on the free plan. There is nothing to install and no card required to publish it.

What does the Material Delivery Receipt template ask for?

It asks 12 questions across 1 page, 10 of which are required. Every question is listed in full further down this page, and each one can be renamed, reordered, made optional or deleted after you copy the template.

Can I edit the Material Delivery Receipt form after copying it?

Yes — the copy is entirely yours. Change wording, add or remove questions, switch between the card and classic layouts, restyle it to match your brand, and set who gets notified on each submission.

How does the conditional logic in this construction form work?

2 conditional rules ship with the template: Features conditional validation: if “Condition on arrival” is Damaged or short, “What is short or damaged, and by how much” becomes mandatory before the form can be sent. Features conditional validation: if “Condition on arrival” is Damaged or short, “Photo of the damage or shortage” becomes mandatory before the form can be sent. All 2 rules are editable in the Logic tab, and the built-in checker warns about rules that contradict each other. All rules are editable in the Logic tab.

Where do responses to the Material Delivery Receipt form go?

Submissions land in your workspace under Submissions, where you can search, filter, label and export them to CSV or PDF. You can also email a notification to your team on every submission and send the respondent an auto-reply.

Can I embed the Material Delivery Receipt form on my own website?

Yes. Publish the form and paste the embed snippet into any page or share the direct link. The embedded form resizes to fit its container and loads no advertising or marketing trackers inside the iframe.

Can respondents upload files?

Yes. This template includes a file upload question, so respondents can attach documents or photos with their answers. You can adjust the accepted file types and size limits on that question.

Is the signature on this form legally usable?

The template captures a drawn signature and stores it with the submission, along with the timestamp, so you keep evidence of who agreed and when. Whether that is sufficient depends on your jurisdiction and the agreement itself.

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