Before you order: a practical site procurement checklist

A good order starts before a supplier sends a price. A clear brief gives your team a shared view of what is needed, who approves it and where it needs to arrive. Use the following checklist when opening a new site or preparing a larger repeat order.

## Start with people and tasks List each team, its tasks and the equipment already available. Ask the site lead to confirm specifications before purchasing. For PPE, use the site's assessed requirements rather than building an order around a generic kit. Record sizes separately so an apparently complete delivery does not leave individual workers without suitable equipment.

## Write a specification someone else can use For each line, record the item description, approved model or required specification, unit of purchase and quantity. A box, pair and individual item are different units. Include relevant drawings or manufacturer references when a description alone is ambiguous. Ask for proposed substitutions to be identified and approved before dispatch.

## Put delivery details on the order Include the receiving contact, phone number, delivery address and access instructions. Note booking requirements, unloading arrangements and the hours when someone can receive goods. For phased projects, distinguish the first delivery from later requirements instead of treating the whole order as one deadline.

## Agree how you will receive the goods Assign someone to compare the delivery note with the purchase order. Record missing items, incorrect sizes and visible damage before the goods are distributed. Keep product instructions and supporting documents with the receiving record so they can be found later.

## Keep a reusable brief Save the final approved list, including any accepted changes. Next time, review quantities and specifications against the current task rather than copying the old order unchanged. A useful purchasing brief is a living record of what your team actually needs.

Safety glove buying guidance · Plan a bulk PPE order · Request an itemised quotation