Checklist template

Lumber yard gate and load verification

A ready-to-use checklist with 120 items in 6 sections, covering Gate control, Load checks, Receipts, Contractor accounts, Camera coverage, Records. Use it as-is in InspectLoop, or adapt it to your own standards in minutes.

  • 6 Sections
  • 120 Items
  • 103 Yes / No checks
  • 6 Scored ratings
  • 133 Points

Use this template How audits work

1. Gate control 22 items

  1. Every yard gate other than the customer entry and the staffed exit is locked during opening hours Yes / No 1 pt
  2. Number of gates found unlocked and unattended Number
  3. The exit gate is staffed by a gate attendant whenever the yard is open Yes / No 1 pt
  4. Vehicles come to a full stop at the gate, at a barrier arm or stop line Yes / No 1 pt
  5. The gate attendant did not load the vehicles being checked Yes / No 1 pt
  6. Customers check in at the gate or the yard office before driving into the yard Yes / No 1 pt
  7. Material already on a vehicle when it enters is written on the entry slip Yes / No 1 pt
  8. The gate log records the time, the vehicle plate and the invoice number of each exit Yes / No 1 pt
  9. Vendor and company delivery trucks are entered in the gate log Yes / No 1 pt
  10. The perimeter fence has no gaps, cut links or lifted sections Yes / No 1 pt
  11. No lumber, pallets or bins are stacked against the fence where they could be climbed or passed over Yes / No 1 pt
  12. The fence line is walked each week, shown by a signed record Yes / No 1 pt
  13. Gates are locked at closing with a company-issued lock Yes / No 1 pt
  14. Gate keys are held only by the employees named on the key list Yes / No 1 pt
  15. After-hours gate openings on the alarm report match scheduled deliveries Yes / No 1 pt
  16. Employee vehicles are parked outside the yard Yes / No 1 pt
  17. Delivery trucks loaded for the next day are parked inside the locked yard Yes / No 1 pt
  18. A sign at the yard entrance states that all loads are checked at the gate Yes / No 1 pt
  19. Doors of the drive-through lumber building are locked after hours Yes / No 1 pt
  20. Scrap and trash bins in the yard are looked into before the hauler removes them Yes / No 1 pt
  21. The gate attendant has a radio or phone to reach the manager on duty Yes / No 1 pt
  22. Gate control Rating
    • Single staffed exit, every vehicle stopped and logged 5 pts
    • Gate staffed but vehicles not always stopped or logged 3 pts
    • Gate unattended or open gates 1 pt

2. Load checks 23 items

  1. Loads observed leaving during the visit Number
  2. Loads checked piece by piece among those observed Number
  3. Discrepancies found in the loads observed Number
  4. Every load is checked against the invoice or pick ticket before the vehicle leaves Yes / No 1 pt
  5. The checker counts the pieces of each item rather than accepting the customer's count Yes / No 1 pt
  6. The checker verifies lumber dimensions and lengths, such as 2x4 against 2x6 and 8 ft against 16 ft Yes / No 1 pt
  7. The checker verifies grade stamps and treated against untreated lumber Yes / No 1 pt
  8. The checker verifies the thickness and type of sheet goods, such as OSB against plywood Yes / No 1 pt
  9. The checker looks between sheets and under tarps for items not on the invoice Yes / No 1 pt
  10. Full units of lumber are checked by the piece count on the unit tag Yes / No 1 pt
  11. Enclosed vans and trailers are opened for the check Yes / No 1 pt
  12. Bags of concrete and mortar and bundles of shingles are counted Yes / No 1 pt
  13. Windows, doors and trusses on special order are matched to the order number on their tag Yes / No 1 pt
  14. Composite decking, cedar, engineered beams and rebar are checked line by line Yes / No 1 pt
  15. The loader initials the pick ticket Yes / No 1 pt
  16. Loads the customer loaded without help are checked the same way as employee-loaded ones Yes / No 1 pt
  17. Extra items found at the gate are returned to stock or paid for before the vehicle leaves Yes / No 1 pt
  18. Each discrepancy is written in the discrepancy log with the invoice number Yes / No 1 pt
  19. On a partial pickup, the quantity still to be picked up is written on the invoice Yes / No 1 pt
  20. Company delivery loads are checked against the delivery ticket by a second person before departure Yes / No 1 pt
  21. The driver signs the delivery ticket after the second check Yes / No 1 pt
  22. Customers leaving with cull lumber show a receipt at the cull price Yes / No 1 pt
  23. Load checks at the gate Rating
    • Every load counted against the invoice 5 pts
    • Loads glanced at or only some counted 3 pts
    • Loads leave unchecked 1 pt

3. Receipts 19 items

  1. No material is loaded before the loader sees a paid invoice or an approved account ticket Yes / No 1 pt
  2. Invoices dated before today are checked in the system for the balance not yet picked up Yes / No 1 pt
  3. The checker stamps or punches each invoice as loaded, with the date and initials Yes / No 1 pt
  4. Invoices at the gate today that are not stamped as loaded Number
  5. The yard copy of each invoice is kept at the gate Yes / No 1 pt
  6. Reprinted invoices are identified as duplicates and verified in the system before loading Yes / No 1 pt
  7. Phone and online orders are released against identification or the order confirmation Yes / No 1 pt
  8. Invoices list each item, with no sale rung under a general lumber key Yes / No 1 pt
  9. The yard register rings each item from the numbered yard ticket written by the loader Yes / No 1 pt
  10. Missing yard ticket numbers are investigated, shown by the ticket sequence check Yes / No 1 pt
  11. Will-call orders are staged with a tag giving the customer name and the invoice number Yes / No 1 pt
  12. Returned material is counted by a yard employee, who signs the return slip before any refund Yes / No 1 pt
  13. No refund is issued at the register without the signed yard return slip Yes / No 1 pt
  14. Invoices voided after loading are compared with the gate log each week Yes / No 1 pt
  15. Yard employees asked could tell a quote or estimate from a paid invoice Yes / No 1 pt
  16. Loaders do not accept payment Yes / No 1 pt
  17. Receipts presented at the gate are checked for today's date and this store's number Yes / No 1 pt
  18. Pickups by a third-party hauler have a written authorization from the buyer on file Yes / No 1 pt
  19. Receipt control in the yard Rating
    • Paid proof required and invoices canceled after loading 5 pts
    • Proof required but invoices not marked 3 pts
    • Material loaded without proof of payment 1 pt

4. Contractor accounts 19 items

  1. Charge tickets are signed by a person on the account's list of authorized buyers Yes / No 1 pt
  2. Account tickets without an authorized signature in a sample of 10 Number
  3. The authorized buyer list of each account is available at the yard register Yes / No 1 pt
  4. Identification is requested when the buyer is not known to the employee Yes / No 1 pt
  5. The vehicle plate of each account pickup is written on the charge ticket at the gate Yes / No 1 pt
  6. Loads charged to contractor accounts are checked at the gate as fully as cash sales Yes / No 1 pt
  7. No material was released in the yard today to an account on the credit hold list Yes / No 1 pt
  8. A crew member picking up for a contractor prints and signs their name on the ticket Yes / No 1 pt
  9. Account purchases of high-shrink yard items such as composite decking and cedar are reviewed weekly against the account's usual buying Yes / No 1 pt
  10. Manual price overrides on account sales are reviewed weekly by a manager Yes / No 1 pt
  11. Accounts belonging to employees or their relatives are handled by a manager Yes / No 1 pt
  12. Employee purchases from the yard are rung by a manager Yes / No 1 pt
  13. Employee loads are checked at the gate by a manager Yes / No 1 pt
  14. Claims of material billed but not received are logged and compared with gate records Yes / No 1 pt
  15. Signed jobsite delivery tickets come back to the office the same day Yes / No 1 pt
  16. Changes to an account's authorized buyer list are made only on the account holder's written request, kept on file Yes / No 1 pt
  17. Credits above the amount set by company policy are approved by the store manager Yes / No 1 pt
  18. Material paid for and held for a contractor is tagged with the account name and kept apart from stock Yes / No 1 pt
  19. Contractor account controls Rating
    • Authorized buyers verified on every charge 5 pts
    • Signatures taken but buyers not verified 3 pts
    • Charges accepted without signature 1 pt

5. Camera coverage 18 items

  1. A camera at the exit gate records the license plate of each vehicle Yes / No 1 pt
  2. A camera at the gate looks down on the load in the truck bed or trailer Yes / No 1 pt
  3. A camera covers each lumber shed and drive-through bay Yes / No 1 pt
  4. A camera covers the stock of composite decking, cedar and engineered lumber Yes / No 1 pt
  5. A camera covers the yard register or yard office Yes / No 1 pt
  6. The fence line and the back gate are covered by a camera Yes / No 1 pt
  7. Yard lighting covers the fence line and the gates after dark Yes / No 1 pt
  8. Every yard camera is recording, checked at the recorder during the visit Yes / No 1 pt
  9. Number of yard cameras not working Number
  10. Camera lenses are clean and aimed as on the camera plan Yes / No 1 pt
  11. Stacked units of lumber do not block camera views Yes / No 1 pt
  12. Video is kept for the number of days set by company policy Yes / No 1 pt
  13. The manager retrieved the gate video for one of today's invoices during the visit Yes / No 1 pt
  14. A manager compares gate video with a sample of invoices each week Yes / No 1 pt
  15. After-hours motion alerts go to the alarm company or a manager's phone Yes / No 1 pt
  16. A video surveillance notice is posted at the gate as local regulation requires Yes / No 1 pt
  17. The recorder time matches the time printed on invoices Yes / No 1 pt
  18. Yard camera coverage Rating
    • Gate, sheds and fence covered and recording 5 pts
    • Gate covered, gaps elsewhere 3 pts
    • Gate not covered or cameras down 1 pt

6. Records 19 items

  1. Gate logs are kept for the period set by company policy Yes / No 1 pt
  2. The gate log is reviewed and initialed by a manager each week Yes / No 1 pt
  3. Each entry in the load discrepancy log shows how it was resolved Yes / No 1 pt
  4. Yard products with the highest shrink at the last inventory are on a weekly count list Yes / No 1 pt
  5. Yard count variances beyond tolerance are compared with the gate log and the discrepancy log before they are adjusted Yes / No 1 pt
  6. Cull sales are reviewed weekly by a manager for volume and for the employees who rang them Yes / No 1 pt
  7. Lumber used by the store for repairs, dunnage or stickers is recorded as store use Yes / No 1 pt
  8. Transfers to other stores leave with a transfer slip checked at the gate Yes / No 1 pt
  9. Vendor returns leave the yard with a return authorization Yes / No 1 pt
  10. Vendor drivers delivering to the yard stay in the unloading area and are kept in view Yes / No 1 pt
  11. Visits of scrap and pallet haulers are entered in the gate log Yes / No 1 pt
  12. Theft and trespass incidents in the yard are entered in the company system Yes / No 1 pt
  13. Yard employees have a training record for the gate procedure Yes / No 1 pt
  14. An unannounced gate audit was made within the period set by company policy Yes / No 1 pt
  15. Date of the last unannounced gate audit Date
  16. Yard shrink at the last inventory (%) Number
  17. Name of the gate attendant on duty Short text
  18. Overall yard exit control Rating
    • Excellent 5 pts
    • Good 4 pts
    • Fair 3 pts
    • Poor 1 pt
  19. Comments and corrective actions 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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