Receiving and stores12 checksmonthlyabout 10 minutes, estimate; adjust for site

Stock count checklist

This checklist covers preparing, counting, checking and closing a physical count. Tick each item at the point of work and record any failure.

0 of 12 checked

1Confirm the reference

Count date and stock cut-off are fixedMUST
Counting teams have assigned racksMUST
Stock movement during count is controlled
Bins have readable labels

2Check the material or location

First count records physical quantity
Damaged stock is separated
Offcuts are counted distinctly
Counter signs each sheetMUST

3Record and release

Large variances get a recount
Corrections show an approved reasonMUST
Final count is entered in records
Pending differences have owners

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When to use it

The stock count lead uses this list during the monthly check. Allow about 10 minutes for the checks, plus time for any problem found. Work from the challan book, stock register or stores desk. Look at the actual item before ticking it. Mark No when evidence is missing and explain why.

Its scope is specific: preparing, counting, checking and closing a physical count. First confirm count date and stock cut-off are fixed, then examine the relevant work before approval or handover. The person named at the top should complete the checks as the work happens. Do not sign a page from memory later.

If an item is a "No"

For a failed (must) check, hold the affected work at its current stage. The stock count lead records the item, current job or lot, time and a clear note. Tell the person authorised to release that work. Do not tick Yes after simply sending a message. Recheck the item and record who accepted it before proceeding.

For this checklist, pay particular attention when first count records physical quantity cannot be confirmed. Check the supporting record or the actual material. A photo alone may not prove a measurement or approval. Note missing evidence.

For other failures, name an owner and due date. Escalate safety, compliance or customer risks before release.

Common mistakes

Ticking counting teams have assigned racks without looking at the actual item or source record.
Writing "done" when damaged stock is separated has not been checked.
Closing the sheet even though large variances get a recount is still unknown.
Filing the page with no name, no date or no owner for failed items.

Make it your own

Print this on A4 or keep it in a shared sheet. Add a column for the person clearing each failed item. In a trading business, adapt the references to the part, lot, machine or delivery document your team actually uses. In castings, name the local register and sign-off owner. Remove a check only if it truly cannot apply, and write down why. Do not remove critical safety or statutory checks without qualified review.

Try the list on a real job, then ask the stock count lead which records were hard to find. Keep one approved version with a revision date so the team uses the same checks.

A checklist only works if someone ticks it, every time, and someone reads it.

Questions people ask

Who should sign the stock count checklist?

The stock count lead who performed the check signs it. If a different person approves release, capture that name too. Do not use another person’s signature.

What if count date and stock cut-off are fixed cannot be confirmed?

Mark No, describe what you looked at and hold the affected work if it is a critical item. Ask the authorised owner to decide the next action. Keep the result in the same record.

Can we use the short version instead of the full checklist?

Use the short version for a quick reminder. The full list has the remaining checks, failed-item notes and signature. Keep it for the actual decision and review.