Quality Control
As needed
Incoming Inspection Report (Free Excel Template)
An incoming inspection report for logging purchased parts and materials as they arrive, one row per lot. Each row records the supplier, PO number, lot number, how many were inspected and by what sampling plan, the result, and what was done with a rejected lot.
Excel (.xlsx) · 4 sheets · Updated 2026-10-21
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Who is this incoming inspection report for?
- Receiving and quality inspectors at small and mid-size manufacturers
- Quality managers who need one log of supplier lots, results, and rejects
- Machine shops and assemblers that check purchased parts before they go to the floor
When to use it
Fill in one row each time a lot is received and inspected. Use one sheet per month, or one file per supplier if you receive many lots. Review the rejects at the end of the month when you rate suppliers.
What's included
The template includes the following. Delete anything you do not need.
- Header for site, inspector in charge, and month
- Received date, supplier, PO number, part name, part number and spec, lot or batch number
- Qty received, qty inspected, inspection type (100%, sample, or CoC review only), and sampling plan or AQL
- Characteristics checked with spec limits, and the measured results
- Accept / Reject / Deviation drop-down, disposition if rejected, and NCR number
- CoC or mill cert column (received, missing, not required) and inspector name
- A filled-in sample sheet and a print layout for US Letter
Preview the Excel file
This is the actual file. Use the tabs below to switch between the 4 sheets. How to mark each result is explained on the "Instructions" sheet.
| A | |
|---|---|
| 1 | Incoming Inspection Report (Receiving Inspection Log) |
| 2 | |
| 3 | ■ Source |
| 4 | Worker Library https://worker-library.com/templates/incoming-inspection-report/ |
| 5 | Request a template or an extra item: https://worker-library.com/contact/ |
| 6 | |
| 7 | ■ Sheets in this workbook |
| 8 | "Entry Sheet" … The sheet you fill in on a computer. Landscape layout. |
| 9 | "Sample (Filled In)" … A filled-in example. Use it as a guide to how each column is written. |
| 10 | "Print (Letter)" … For printing and filling in by hand. Taller rows, and the column headings repeat at the top of every page. Set up for US Letter. |
| 11 | |
| 12 | ■ How to use |
| 13 | 1. Fill in the site, inspector, and month at the top. |
| 14 | 2. When a lot arrives, enter the date, supplier, PO number, part, and lot number from the packing slip. |
| 15 | 3. Choose the inspection type and write the sampling plan you used, for example AQL 1.0 with the sample size. |
| 16 | 4. Write what you checked and the results, then mark Accept, Reject, or Deviation. |
| 17 | 5. For a rejected lot, write the disposition (for example return to vendor), open a nonconformance report, and enter its NCR number. |
| 18 | |
| 19 | ■ Adapting it to your site |
| 20 | • If you use a standard sampling table, add columns for the accept number and reject number. |
| 21 | • Add a column for the receiving location or bin, or for the date the lot was released to stock. |
| 22 | • For critical parts, attach the measurement data on a separate sheet and write its file name in the results column. |
| 23 | |
| 24 | ■ Things to watch |
| 25 | • This is a general incoming inspection template. It is not a form from any customer, standards body, or agency. |
| 26 | • What you inspect, the sampling plan, and how long you keep records depend on your customer's quality requirements and your own quality system (for example ISO 9001 if you are certified). |
| 27 | • A lot marked Deviation is accepted outside the spec. Get approval from the person allowed to sign deviations, and from the customer if they require it. |
| 28 | • Keep rejected parts tagged and apart from good stock until the disposition is done. |
| 29 | |
| 30 | ■ About this template |
| 31 | A free inspection template from Worker Library. |
| 32 | You may copy, edit, and print it for use in your own organization. Add or delete items as you need. |
| 33 | Please do not redistribute or sell the template itself. |
| 34 | |
| 35 | ■ Important notice |
| 36 | This template organizes common inspection items for reference. It is not an official form issued by OSHA or any other authority, and using it does not by itself show compliance. |
| 37 | Which inspections are required, how often, and how long records must be kept depend on the equipment, industry, size of the operation, and location (federal, state, and local rules can all apply). |
| 38 | Check the regulations and standards that apply to you, the manufacturer's instructions, and a qualified or competent person. |
| 39 | Worker Library accepts no liability for any loss arising from the use of this template. |
| 40 | Regulations change. Check the source page above for the latest version. |
| 41 | |
| 42 | ■ Updated |
| 43 | 2026-10-21 (reviewed every 3 months) |
| 44 | |
| 45 | ■ About Worker Library |
| 46 | Worker Library publishes free Excel inspection checklists, logs, and forms for maintenance, safety, and quality teams. |
| 47 | All templates: https://worker-library.com/templates/ |
| A | B | C | D | E | F | |
|---|---|---|---|---|---|---|
| 1 | Incoming Inspection Report (Receiving Inspection Log) | |||||
| 2 | Site | Inspector in charge | ||||
| 3 | ||||||
| 4 | Received date | Supplier | PO number | Part name / description | Part number / spec | Lot / batch number |
| 5 | ||||||
| 6 | ||||||
| 7 | ||||||
| 8 | ||||||
| 9 | (19 more blank rows) | |||||
| 10 | Notice: This is a general-purpose inspection record. It is not an official government form and does not by itself show compliance with OSHA or any other regulation or standard. | |||||
| 11 | Which inspections you need, how often, and how long to keep records depend on your equipment, industry, and location. Check the regulations that apply to you, the manufacturer's instructions, and a qualified person. | |||||
| 12 | Worker Library accepts no liability for any loss arising from the use of this template. Regulations change; check the source page for the latest version. | |||||
| 13 | Worker Library https://worker-library.com/templates/incoming-inspection-report/ Updated 2026-10-21 | |||||
This preview shows the first 6 of 17 columns. The downloaded file contains everything.
| A | B | C | D | E | F | |
|---|---|---|---|---|---|---|
| 1 | Incoming Inspection Report (Receiving Inspection Log) [SAMPLE] | |||||
| 2 | Site | Acme Manufacturing, Plant 2 | Inspector in charge | J. Davis (Quality) | ||
| 3 | ||||||
| 4 | Received date | Supplier | PO number | Part name / description | Part number / spec | Lot / batch number |
| 5 | 08/03/2026 | Midwest Steel Supply | PO-26-0412 | 1045 steel round bar | 2.0 in dia x 72 in | L26-0803A |
| 6 | 08/04/2026 | Great Lakes Fastener | PO-26-0418 | Hex cap screw 1/2-13 | 1/2-13 x 1-1/2 in, Grade 8, zinc plated | B-2608 |
| 7 | 08/05/2026 | Precision Bearing Co. | PO-26-0421 | Ball bearing 6205-2RS | 25 mm bore, 52 mm OD | BR-0805 |
| 8 | ||||||
| 9 | ||||||
| 10 | ||||||
| 11 | ||||||
| 12 | (16 more blank rows) | |||||
| 13 | Notice: This is a general-purpose inspection record. It is not an official government form and does not by itself show compliance with OSHA or any other regulation or standard. | |||||
| 14 | Which inspections you need, how often, and how long to keep records depend on your equipment, industry, and location. Check the regulations that apply to you, the manufacturer's instructions, and a qualified person. | |||||
| 15 | Worker Library accepts no liability for any loss arising from the use of this template. Regulations change; check the source page for the latest version. | |||||
| 16 | Worker Library https://worker-library.com/templates/incoming-inspection-report/ Updated 2026-10-21 | |||||
This preview shows the first 6 of 17 columns. The downloaded file contains everything.
| A | B | C | D | E | F | |
|---|---|---|---|---|---|---|
| 1 | Incoming Inspection Report (Receiving Inspection Log) | |||||
| 2 | Site | Inspector in charge | ||||
| 3 | ||||||
| 4 | Received date | Supplier | PO number | Part name / description | Part number / spec | Lot / batch number |
| 5 | ||||||
| 6 | ||||||
| 7 | ||||||
| 8 | ||||||
| 9 | (19 more blank rows) | |||||
| 10 | Notice: This is a general-purpose inspection record. It is not an official government form and does not by itself show compliance with OSHA or any other regulation or standard. | |||||
| 11 | Which inspections you need, how often, and how long to keep records depend on your equipment, industry, and location. Check the regulations that apply to you, the manufacturer's instructions, and a qualified person. | |||||
| 12 | Worker Library accepts no liability for any loss arising from the use of this template. Regulations change; check the source page for the latest version. | |||||
| 13 | Worker Library https://worker-library.com/templates/incoming-inspection-report/ Updated 2026-10-21 | |||||
This preview shows the first 6 of 17 columns. The downloaded file contains everything.
File details
| Format | Excel (.xlsx) |
|---|---|
| Works with | Microsoft Excel 2016 or later, Excel for Microsoft 365, Google Sheets, LibreOffice Calc |
| Paper | Print areas set for US Letter |
| Sheets | Instructions / Entry Sheet / Sample (Filled In) / Print (Letter) |
| Macros | None |
| File size | About 17 KB |
| Updated | 2026-10-21 |
How to use the incoming inspection report
- Fill in the site, inspector, and month at the top.
- When a lot arrives, enter the date, supplier, PO number, part, and lot number from the packing slip.
- Choose the inspection type and write the sampling plan you used, for example AQL 1.0 with the sample size.
- Write what you checked and the results, then mark Accept, Reject, or Deviation.
- For a rejected lot, write the disposition (for example return to vendor), open a nonconformance report, and enter its NCR number.
Adapting it to your site
- If you use a standard sampling table, add columns for the accept number and reject number.
- Add a column for the receiving location or bin, or for the date the lot was released to stock.
- For critical parts, attach the measurement data on a separate sheet and write its file name in the results column.
Before you use it
Please read
- This is a general incoming inspection template. It is not a form from any customer, standards body, or agency.
- What you inspect, the sampling plan, and how long you keep records depend on your customer's quality requirements and your own quality system (for example ISO 9001 if you are certified).
- A lot marked Deviation is accepted outside the spec. Get approval from the person allowed to sign deviations, and from the customer if they require it.
- Keep rejected parts tagged and apart from good stock until the disposition is done.
- This template is provided as-is for reference. Worker Library is not liable for any loss arising from its use. Regulations change, so check the update date on this page.
Incoming Inspection Report FAQ
What is an incoming inspection report?
It is a record of the inspection done on purchased parts or materials when they are received. It shows what was checked, how many were checked, the result, and what was done with lots that failed.
What sampling plan should I use for incoming inspection?
Many companies use an AQL sampling table, such as ANSI/ASQ Z1.4, or a plan agreed with the customer or supplier. Some parts are inspected 100%, and some are released on the supplier's certificate of conformance alone. Write the plan you used in the sampling plan column.
What is the difference between incoming inspection and receiving inspection?
They usually mean the same thing: checking purchased items when they arrive, before they are used or put into stock.
What should I do with a rejected lot?
Tag it and move it to a hold area, write a nonconformance report, and decide the disposition, such as return to vendor, rework, scrap, or use as is with approval. Tell the supplier and record the NCR number in this log.