Checklist template

Fuel delivery receiving for fuel stations

A ready-to-use checklist with 112 items in 6 sections, covering Pre-delivery checks, Site safety, Tank gauging, Paperwork, Post-delivery checks, Reconciliation. Use it as-is in InspectLoop, or adapt it to your own standards in minutes.

  • 6 Sections
  • 112 Items
  • 96 Yes / No checks
  • 5 Scored ratings
  • 121 Points

Use this template How audits work

1. Pre-delivery checks 19 items

  1. A trained employee is named on the shift to receive the delivery, or the site is approved for unattended drops Yes / No 1 pt
  2. The load matches an order number or dispatch notice held by the site Yes / No 1 pt
  3. The delivery arrived inside the window agreed with the carrier Yes / No 1 pt
  4. The available space (ullage) in each tank was read from the tank gauge before the drop Yes / No 1 pt
  5. The ullage of each receiving tank was greater than the volume to be dropped into it Yes / No 1 pt
  6. The ullage printout was shown or handed to the driver Yes / No 1 pt
  7. The safe fill level of each tank is posted at the fill points or on the tank chart Yes / No 1 pt
  8. Fill caps are color-coded by product Yes / No 1 pt
  9. Each fill point carries a tag naming its product and tank number Yes / No 1 pt
  10. The driver confirmed the product of each compartment against the fill tag before connecting Yes / No 1 pt
  11. Spill buckets at the fill points were free of liquid and debris before the drop Yes / No 1 pt
  12. Spill bucket drain valves were closed Yes / No 1 pt
  13. Fill cap gaskets are in place Yes / No 1 pt
  14. The overfill alarm, when tested, could be heard at the fill area Yes / No 1 pt
  15. The fill area was clear of parked vehicles when the tanker arrived Yes / No 1 pt
  16. The water level of each receiving tank was read before the drop Yes / No 1 pt
  17. Highest water level read before the drop (in or mm) Number
  18. The seal numbers on the tanker compartments matched the bill of lading on arrival Yes / No 1 pt
  19. Carrier name and truck or trailer number Short text

2. Site safety 21 items

  1. The tanker was parked with a clear way out, without reversing on the forecourt Yes / No 1 pt
  2. The tanker engine was off during unloading, unless the truck pumps the product off Yes / No 1 pt
  3. The tanker parking brake was set during unloading Yes / No 1 pt
  4. Cones or barriers were placed around the tanker and the hoses Yes / No 1 pt
  5. The driver stayed within reach of the tanker valves for the whole unloading Yes / No 1 pt
  6. No one smoked or used an open flame in the delivery zone Yes / No 1 pt
  7. A fire extinguisher was set out beside the hose connections Yes / No 1 pt
  8. Absorbent from the spill kit was within reach of the fill area Yes / No 1 pt
  9. Storm drains near the fill area were covered, where the site plan requires it Yes / No 1 pt
  10. No hose coupling leaked during unloading Yes / No 1 pt
  11. Drip containers were placed under the hose connections Yes / No 1 pt
  12. The vapor recovery hose was connected before the product hose, where vapor recovery is fitted Yes / No 1 pt
  13. Each drop elbow was locked onto its fill adaptor before the valve was opened Yes / No 1 pt
  14. Customers and vehicles were kept away from the hoses Yes / No 1 pt
  15. Fueling lanes crossed by the hoses were closed Yes / No 1 pt
  16. The driver wore the protective equipment required by the carrier Yes / No 1 pt
  17. No delivery was started during a lightning storm Yes / No 1 pt
  18. Employees asked could point to the emergency stop button Yes / No 1 pt
  19. The emergency phone numbers are posted where the receiving employee can see them Yes / No 1 pt
  20. The fill area is lit well enough to read the fill tags at night Yes / No 1 pt
  21. Control of the delivery zone Rating
    • Coned, attended and free of ignition sources 5 pts
    • Minor gaps corrected on the spot 3 pts
    • Unattended hoses or open traffic through the zone 1 pt

3. Tank gauging 16 items

  1. The tank gauge was powered on, with no active alarm before the drop Yes / No 1 pt
  2. The opening volume of each receiving tank was recorded before the drop Yes / No 1 pt
  3. The closing volume was recorded after the settling time set by company policy Yes / No 1 pt
  4. The tank gauge produced a delivery report for each tank filled Yes / No 1 pt
  5. A manual stick reading is taken before and after the drop when the tank gauge is out of service Yes / No 1 pt
  6. The gauge stick has legible graduations and an unworn tip Yes / No 1 pt
  7. A calibration chart is on site for each tank, matching its size Yes / No 1 pt
  8. Product-finding paste for stick readings is on site and within its date Yes / No 1 pt
  9. Volumes compared with the bill of lading use the same basis (gross with gross, or net with net) Yes / No 1 pt
  10. The high-level alarm did not sound during the last drop Yes / No 1 pt
  11. No tank was filled above its safe fill level in the last 30 days, according to the gauge history Yes / No 1 pt
  12. Tank numbers on the gauge match the tank numbers at the fill points Yes / No 1 pt
  13. The delivery report printed by the tank gauge is legible Yes / No 1 pt
  14. Tanks joined by a siphon line were left to level before the closing reading Yes / No 1 pt
  15. Ullage of the receiving tank before the last drop (gal or L) Number
  16. Volume increase shown by the tank gauge for the last drop (gal or L) Number

4. Paperwork 19 items

  1. A bill of lading was received from the driver at the time of each drop sampled Yes / No 1 pt
  2. The bill of lading names the loading terminal, with the date and time of loading Yes / No 1 pt
  3. The bill of lading gives the product and the volume of each compartment Yes / No 1 pt
  4. The bill of lading shows both gross and net volumes Yes / No 1 pt
  5. The site name and address on the bill of lading are those of this site Yes / No 1 pt
  6. The receiving employee compared the products on the bill of lading with the tanks they went into Yes / No 1 pt
  7. The delivery ticket is signed by the driver Yes / No 1 pt
  8. The delivery ticket is signed by the receiving employee, or stamped per the unattended procedure Yes / No 1 pt
  9. The tank gauge delivery report is attached to the bill of lading Yes / No 1 pt
  10. The delivery was entered in the back-office system on the day it arrived Yes / No 1 pt
  11. The volumes entered in the back-office system equal those on the bill of lading Yes / No 1 pt
  12. On a split load, the volume left at this site is clearly marked on the paperwork Yes / No 1 pt
  13. Any shortage or problem was written on the delivery ticket before it was signed Yes / No 1 pt
  14. Bills of lading are filed by date Yes / No 1 pt
  15. Bills of lading are kept for the retention period set by company policy Yes / No 1 pt
  16. Product quality documents supplied by the carrier are filed with the delivery Yes / No 1 pt
  17. Deliveries received in the last 7 days Number
  18. Deliveries in the last 7 days with complete paperwork Number
  19. Completeness of delivery paperwork Rating
    • Complete for every delivery sampled 5 pts
    • Minor items missing 3 pts
    • Bills of lading or signatures missing 1 pt

5. Post-delivery checks 17 items

  1. The driver drained each hose into the tank before disconnecting Yes / No 1 pt
  2. Product caught in the spill buckets was drained to the tank or pumped out Yes / No 1 pt
  3. Fill caps were replaced Yes / No 1 pt
  4. Fill caps were locked, where locks are fitted Yes / No 1 pt
  5. Vapor recovery caps were replaced Yes / No 1 pt
  6. Fill manhole covers were seated flush after the drop Yes / No 1 pt
  7. No product was left on the ground around the fill points Yes / No 1 pt
  8. Used absorbent was put in the designated waste container Yes / No 1 pt
  9. Cones were removed after the tanker left Yes / No 1 pt
  10. The water level of each tank was read again after the drop Yes / No 1 pt
  11. Dispensers were reopened only after the settling time set by company policy Yes / No 1 pt
  12. The driver showed that each compartment was empty, following the carrier's procedure Yes / No 1 pt
  13. The first product dispensed after the drop was checked for color and clarity, where company policy requires Yes / No 1 pt
  14. Employees asked said they would stop sales and call the manager if a product went into the wrong tank Yes / No 1 pt
  15. The receiving employee walked the fill area after the tanker left and initialed the delivery checklist Yes / No 1 pt
  16. The time the delivery finished is written on the paperwork Yes / No 1 pt
  17. Condition of the fill area after the drop Rating
    • Dry, capped and covered 5 pts
    • Small drips or a cover not seated 3 pts
    • Product on the ground or caps left off 1 pt

6. Reconciliation 20 items

  1. The volume received per the tank gauge is compared with the bill of lading for every delivery Yes / No 1 pt
  2. The delivery variance of each tank filled is checked against the tolerance set by company policy Yes / No 1 pt
  3. Fuel sold during the drop is added back when the delivery variance is calculated Yes / No 1 pt
  4. Each delivery is posted to the correct tank and grade in the back-office system Yes / No 1 pt
  5. Variances beyond the company tolerance were reported to the carrier or supply desk inside the claim deadline Yes / No 1 pt
  6. Largest delivery variance in the last 30 days (gal or L) Number
  7. Deliveries beyond tolerance in the last 30 days Number
  8. Each shortage claim has a reference number Yes / No 1 pt
  9. The outcome of each shortage claim is recorded Yes / No 1 pt
  10. Repeated shortages from the same carrier or driver have been raised with the supply desk Yes / No 1 pt
  11. The manager initials the delivery variance report each week Yes / No 1 pt
  12. Invoiced volumes agree with the bill of lading volumes for the deliveries sampled Yes / No 1 pt
  13. Unattended drops are verified against the tank gauge report at the start of the next shift Yes / No 1 pt
  14. Each delivery appears on the daily inventory sheet of the day it was received Yes / No 1 pt
  15. The employee who reconciles deliveries has a training record for the task Yes / No 1 pt
  16. Date of the last delivery Date
  17. Delivery variance control Rating
    • Every delivery checked and claims raised 5 pts
    • Checked but claims late or missed 3 pts
    • Deliveries not compared with the gauge 1 pt
  18. Name of the manager Short text
  19. Overall delivery receiving procedure Rating
    • Followed in full 5 pts
    • Followed with gaps 3 pts
    • Not followed 1 pt
  20. Corrective actions required Comments

About this template

This checklist is part of the InspectLoop template library. Yes / No checks score 1 point when met; ratings score the points shown for each option. The overall score is the percentage of points earned, with N/A answers excluded. In InspectLoop you can add photos, assign corrective actions, require sign-off and compare results across sites.

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