Separate receipt, inspection and acceptance
A delivery arriving at the warehouse is not the same as a complete material inspection. For wall panels destined for a hotel, villa or commercial fit-out, establish who records receipt, who checks the contents and who authorizes the material for installation.
This checklist provides a working record for those teams. It is not a laboratory test, a guarantee that a concealed defect will be found or advice about contractual claim deadlines. Agree inspection timing, sampling scope and discrepancy reporting with the relevant parties before delivery.
Keep three decisions distinct: how many packages arrived, what the inspected contents show and whether the material is released for a particular work area. Record a limitation such as unopened packs rather than signing a statement that implies every panel was checked.
Prepare the receiving file before the vehicle arrives
Use the latest agreed documents
Have the purchase order, packing list, product schedule and accepted finish references available to the receiving team. Where the project uses a numbered pattern layout, include the approved elevation and sequence schedule. Record any agreed substitution separately; a similar-looking finish should not silently replace the specified one.
Confirm handling and storage instructions
Identify the unloading responsibility, suitable equipment, access route and storage location. Follow the handling, stacking and environmental requirements for the selected panel system. Do not assume every decorative sheet can be stored on edge or that all finishes need the same acclimation period.
Fibo’s installation guidance, for example, gives its own packaging, storage, acclimation and surface-check instructions. This demonstrates why the applicable manufacturer’s instructions belong in the receiving file. Its requirements are not universal instructions for other wall-panel systems.
Inspect the delivery in a traceable sequence
- Identify the shipment. Record the order reference, delivery date, packing-list revision and receiving location. Note who performed the inspection.
- Count packages before opening. Compare package identifiers and quantities with the packing list. Record unreadable labels, missing packages and any package that cannot be reconciled.
- Record external condition. Photograph visible crushing, punctures, staining or disturbed packaging before it is changed, when safe and practical. Include an overview and a close-up linked to the package identifier.
- Open according to the agreed inspection plan. Record which packs were inspected and which remain unopened. A sample check does not establish the condition of every unexamined piece.
- Check the contents. Match product and finish references, quantity and visible condition. Where dimensions are checked, use the agreed specification, measurement method and tolerance rather than an improvised acceptance limit.
- Check associated components. Reconcile trims, clips, corners and other ordered items by reference. Do not count a carton of unspecified profiles as a complete accessory set.
- Assign a disposition. Mark inspected material as released, on hold or awaiting clarification, with the responsible person and next action recorded.
Use an exception log that can support a decision
| Field | What to record |
|---|---|
| Traceable item | Order, package, panel or component reference |
| Observation | What is visible or different from the agreed document |
| Extent checked | Inspected quantity and quantity not inspected |
| Evidence | Overview, close-up, label image and relevant specification |
| Immediate action | Separated stock, protected packaging or paused installation |
| Resolution | Written instruction, responsible person and date |
Describe the observation before assigning a cause
For example, “two inspected panels in pack P07 have visible corner damage” is more useful than an unsupported conclusion about where the damage occurred. This is an illustrative entry, not a report of an AUTINBERG shipment.
Keep affected material identifiable and do not install it while a material discrepancy remains unresolved. Preserve relevant packaging and labels where practical. Notify the appropriate parties promptly according to the agreed procedure; do not assume a general website checklist replaces the order terms.
Hand over material by work area
Give the installer a release record that identifies the destination room or wall, available quantities, approved layout revision and any outstanding issue. Keep a sequence-controlled finish together. Record transfers between warehouse and site so that a missing item can be traced without guessing which delivery contained it.
Color review needs its own discipline. Compare with the accepted sample under agreed lighting and keep production or batch references where provided. A phone photograph taken in a dark warehouse is useful for identifying the item but may not resolve an appearance disagreement.
At handover, ask the installation supervisor to confirm receipt of the relevant fixing, trimming and care instructions. Product-specific requirements for moisture, fire performance or structural support must be resolved through the project specification and suitable evidence, not inferred from the appearance of a delivered panel.
Close the receiving record only when unresolved items have an assigned outcome. Store it with the purchase order and the maintenance handover file. This gives the owner a useful trail if a replacement is needed later.
Frequently asked questions
Should every panel be opened and checked on arrival?
Agree the inspection scope before delivery. Record exactly which packs and pieces were inspected; a sample inspection does not confirm the condition of all unopened material. Follow the selected system's instructions before installation.
What should I do with a visibly damaged panel?
Keep it identifiable, record the condition and relevant package references, and seek written instructions before installation. Follow the reporting procedure and timing agreed for the order.
Does this checklist prove product performance?
No. Receiving checks address identity, quantity and observed condition. Performance claims require applicable product documentation and, where required, suitable testing or certification evidence for the specified system.
Prepare the delivery information for your next order
Tell AUTINBERG the selected product references, quantities, destination and site schedule. Request the proposed packing information and the product-specific handling documents before confirming the order.
Sources and scope
Prepared by AUTINBERG for procurement planning. The manufacturer references below apply to their own systems and are not evidence of AUTINBERG product performance. Confirm technical requirements for the exact product before ordering. References reviewed 20 October 2026.