Buying building materials: a practical procurement checklist

Materials are a large part of most building budgets, and a missing delivery can stop a whole team for a day. Careful procurement protects both the budget and the programme.

Before you order

• Work from the drawings and bill of quantities, not from memory.
• Add sensible allowances for waste for materials that are cut or broken on site.
• Group items by when they are needed in the programme.
• Confirm specifications: grade, size, finish and standard, not just the product name.

Comparing suppliers

When you compare quotations, check that each one is for the same thing:

1. Same specification and quantity
2. Delivery included or not, and to which site
3. Lead time — how long until delivery
4. Validity — how long the price holds
5. Payment terms
6. Returns policy for unused or wrong items

The lowest price is not the best value if delivery is late or the specification is different.

Delivery and receiving

• Agree delivery dates and times, and who will be on site to receive.
• Check that the site can take the vehicle and where materials will be stored.
• On arrival, count and inspect before signing the delivery note.
• Note shortages or damage on the delivery note itself.
• Keep storage dry and secure, especially for cement, timber and finishes.

Keep records

• Purchase orders, quotations and delivery notes together
• What was used where, so leftovers and shortages are explained
• Supplier contacts and lead times for the next order

Remote sites

Sites far from town need more planning: larger, fewer deliveries, transport arranged in advance and a plan for items that cannot wait.

Good procurement is mostly planning and checking. Done well, materials arrive when the work needs them, and the budget holds.