Receiving Deliveries SOP (Free Template)
Most stock losses in small stores and kitchens happen at the back door: a short delivery signed for in a hurry, a damaged box nobody opened, cold goods left sitting in the hallway. This procedure is for anyone who signs for deliveries in a store, café or restaurant. It covers checking the count and condition, handling problems while the driver is still there, and putting stock away in the right order.
Free, no sign-up. Edit it, print it, share it with your team.
What you'll need
- The purchase order or list of what you expect
- Box cutter
- Pen
- Cleared space in the stockroom
The steps
Check that the delivery is for your store and expected today.
Match the supplier and order number to your list.
Count the boxes or cases against the invoice before the driver leaves.
Count out loud with the driver if you can.
Check the boxes for damage, crushing or leaks.
Open any damaged box and check the products inside.
Check refrigerated and frozen items first.
Get them cold right away. Follow your local food safety rules and record readings if you keep a log.
Watch out: Never leave refrigerated or frozen goods out while you check the rest.
Check the expiration date on anything that has one.
Refuse items too close to their date to sell, as your store's rules say.
Write every problem on the invoice before you sign.
Short, damaged, wrong item or out of date. Ask the driver to sign next to your note too.
Watch out: Once you sign a clean invoice, the supplier can refuse to give you credit.
Sign with your name and the time, and keep your copy.
Take a photo of the signed invoice too.
Put stock away with the oldest in front and the newest behind.
Check the shelf for older stock and move it to the front.
Use a hand truck for anything heavy.
Lift with your legs, not your back, and split heavy loads or ask for help.
Break down the boxes and recycle the packaging.
Keep hallways and emergency exits clear while you work.
Give the invoice and a note of any problems to the manager.
So the bill gets checked and any credit gets claimed.
How to adapt it
- Add your main suppliers' delivery days and times.
- Keep photos of signed invoices together in one folder.
- Clear stockroom space before delivery day, not during it.
- For high-value items, count every unit, not just the boxes.
Turn this template into training your team will actually open
In ShowHow, your staff read each step on their phone, with photos, in their own language, and you see who has confirmed it. Start from this template or film yourself doing the job.
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