Receiving Inspection Checklist for Aerospace Parts
A receiving inspection checklist is the numbered list a dock inspector works through on every delivery: packaging, paperwork match to the PO, marking and IUID, quantity, condition, shelf life, ESD handling, material cert review against the specification, sampling, dimensional checks, quarantine and records. Copy it into your procedure and cite failures by line number.
Updated
How to use this checklist
Work the checklist top to bottom on every receipt, record accept, reject or not applicable on each numbered line with the inspector's stamp and date, and move anything that fails into quarantine before you do anything else. Paperwork is checked before the parts, because a lot that cannot be traced cannot be accepted however good it looks.
The receiving inspection guide explains why receiving exists and how MRB works. This page is the working list: numbered lines a buyer can copy into a receiving procedure or traveler and cite as "line 23". Delete lines that do not apply to the commodity, and add the requirements on your own PO.
A. Shipment and packaging, before opening
Inspect and photograph the outside of the shipment first. Packaging evidence disappears the moment the box is opened.
| # | Field / clause | What to enter or require | Why it matters / reference |
|---|---|---|---|
| 1 | Carrier paperwork | Bill of lading or airbill matches the PO, piece count and any damage noted on the delivery receipt | Supports a carrier claim; note damage before signing |
| 2 | Seals | Tamper-evident seal numbers match the packing list and are unbroken | Chain of custody for flight hardware; see shipping flight hardware |
| 3 | Shock, tilt and temperature indicators | Record the state of each indicator; photograph any activated one | An activated indicator is grounds to hold and inspect, not to reject outright |
| 4 | Humidity indicator card | Read the card through the bag window and record the reading | Wet desiccant means the barrier failed |
| 5 | Packaging level | Packaging and preservation match the PO, for example MIL-STD-2073-1 methods where invoked (confirm the current revision on ASSIST) | See crating and packaging |
| 6 | Cleanroom and cleaned items | Double bag intact; do not open outside the cleanliness level the PO requires | Opening at the dock voids a precision clean; see precision cleaning |
B. Paperwork match
Every document must carry the same part number, revision and lot as the parts in the box. A correct cert for a different lot is not evidence for this one.
| # | Field / clause | What to enter or require | Why it matters / reference |
|---|---|---|---|
| 7 | PO and line | Packing slip quotes the PO number and line item | Ties the receipt to the contract requirements |
| 8 | Part number and revision | Exact match across PO, packing slip, C of C, labels and parts, including dash number | The most common hold; one character matters |
| 9 | Certificate of conformance | Signed by an authorized person; states PO, part number, revision, quantity, lot or serial numbers and the specifications met | See certificate of conformance |
| 10 | Material certifications | Present for each heat or lot, traceable to the parts; reviewed in section G | See material certs and traceability |
| 11 | Special process certifications | One cert per process naming the specification, revision, type or class, and the processor | Must match the process sources the PO allows |
| 12 | First article | AS9102 report with the first shipment when required, or a reference to the approved FAIR | See AS9102 first article inspection |
| 13 | Test reports | Acceptance test, pressure test, NDT or functional test reports the PO calls for | Results must reference the serial or lot shipped |
| 14 | Specialty metals and origin | DFARS specialty metals compliance statement or melt country where the PO requires it | See DFARS specialty metals |
| 15 | Source inspection evidence | Government source inspection stamp or signature, or customer source acceptance, when the PO requires it | Parts shipped without required source inspection cannot be accepted at destination |
| 16 | Deviations and waivers | Approved deviation or waiver attached for anything shipped not to drawing | No approval on file means nonconforming |
C. Identification, marking and IUID
Check that each item is identified the way the drawing says, and that the marks agree with the paperwork.
| # | Field / clause | What to enter or require | Why it matters / reference |
|---|---|---|---|
| 17 | Part marking | Content, method and location per the drawing; no marks on prohibited surfaces | See part marking and labels |
| 18 | Lot and serial numbers | Marked numbers match the C of C and test reports; no duplicate serials | Traceability starts here |
| 19 | IUID required? | Check the contract for DFARS 252.211-7003: items with a government unit acquisition cost of $5,000 or more, plus any items listed in the schedule or attachments | DFARS 252.211-7003 (Jan 2023), paragraph (c)(1) |
| 20 | IUID mark | 2D Data Matrix present, readable with a verifier, and its UII matches the paperwork | The clause calls for marking to MIL-STD-130, latest version, unless the contract cites one |
| 21 | Container labels | Shipping and storage labels to MIL-STD-129 when the contract invokes it | Labels carry the dates and identifiers receiving records |
D. Quantity and condition
Count, then look. Condition defects found later in assembly are expensive to trace back to the delivery.
| # | Field / clause | What to enter or require | Why it matters / reference |
|---|---|---|---|
| 22 | Quantity | Count against the packing slip and PO; record over or short shipment | Over-shipments still need a decision before stock |
| 23 | Handling damage | Dents, scratches, bent pins, damaged threads, crushed tubing ends | Photograph before moving the part |
| 24 | Finish and corrosion | Coating present, uniform and undamaged; no corrosion, staining or bare edges | See surface finishing |
| 25 | Foreign object debris | Chips, burrs, loose hardware or debris in bores, ports and packaging | See FOD prevention |
| 26 | Port and thread protection | Caps and plugs installed on fluid ports and connectors | See caps and plugs |
E. Shelf life and cure dates
Read the dates on every unit and compute remaining life against the PO minimum before the material goes to stock.
| # | Field / clause | What to enter or require | Why it matters / reference |
|---|---|---|---|
| 27 | Dates present | Date of manufacture or cure date, and expiration or inspect/test date, on each unit | MIL-STD-129R marks elastomer cure dates by quarter, for example 4Q13 |
| 28 | Remaining shelf life | Remaining life at receipt meets the PO minimum | Short-dated material is a nonconformance, not a bargain |
| 29 | Cold chain | Coolant present and temperature indicator not tripped for frozen or refrigerated items; move to storage first | See shelf life control |
| 30 | Batch traceability | Batch number on container matches the certificate or test report | Dates mean nothing without the batch link |
F. ESD-sensitive items
Electrostatic discharge damage is invisible at receiving, so control the handling rather than inspect for the damage.
| # | Field / clause | What to enter or require | Why it matters / reference |
|---|---|---|---|
| 31 | ESD packaging | Items arrive in ESD protective packaging, closed and marked | ANSI/ESD S541 covers packaging for ESD-sensitive items; confirm the current revision with the ESD Association |
| 32 | Where to open | Open only at an ESD protected workstation by trained staff | ANSI/ESD S20.20-2021 sets the ESD control program requirements |
| 33 | Repackaging | Return items to ESD packaging before they leave the protected area | Unprotected transfer is where most handling damage happens |
G. Material cert review against the specification
Compare the cert to the specification and PO, line by line. Do not accept a cert because its own "spec" column says "pass".
| # | Field / clause | What to enter or require | Why it matters / reference |
|---|---|---|---|
| 34 | Specification and revision | Material specification and revision on the cert match the PO and drawing | An older revision may have different limits |
| 35 | Alloy, temper, condition, form | Alloy, temper or heat treat condition, product form and size match | Wrong temper is a common, invisible error; see aluminum alloys |
| 36 | Heat or lot number | Heat or lot on the cert matches the marking on the material or parts | Breaks in this link void traceability |
| 37 | Chemistry | Each element within the specification limits for that alloy | Check against the spec table, not the cert's summary |
| 38 | Mechanical properties | Tensile, yield, elongation and hardness meet the spec for the form, size and direction tested | Minimums often vary by thickness and grain direction |
| 39 | Source and signatures | Mill or test lab identified, report signed or authenticated, lab accreditation where the PO requires it | Distributor-retyped certs need the original mill cert behind them |
| 40 | Verification test | Hardness, conductivity or PMI where the risk or PO calls for it | Catches mixed stock and wrong alloy |
H. Sampling
Use the sampling plan your procedure or customer specifies, and default to accept-on-zero for aerospace characteristics. ANSI/ASQ Z1.4 is the common attribute sampling system and descends from MIL-STD-105E; its AQL plans can accept lots with defects in the sample. Zero acceptance number (c=0) plans, published by Nicholas Squeglia (Zero Acceptance Number Sampling Plans, 5th edition, 2008), reject the lot on any defect. As a published worked example, a lot of 250 at an AQL of 1.5 calls for 19 pieces inspected with zero defects.
| # | Field / clause | What to enter or require | Why it matters / reference |
|---|---|---|---|
| 41 | Plan and level | Name the plan (Z1.4 level and AQL, or c=0 table and index) on the receiving record | Customer clauses override defaults; some primes publish their own, such as RTX ASQR-20.1 |
| 42 | Statistical check | For a confidence C that the lot defect rate is below p, sample n = ln(1 minus C) divided by ln(1 minus p) with zero failures | 95 percent confidence of under 5 percent defective needs 59 pieces; under 1 percent needs 299 |
| 43 | 100 percent items | Key characteristics, safety critical features and anything not inspectable after assembly | Or verified process capability data from the supplier |
| 44 | Switching | Tighten after a rejection, relax only after a defined clean history | Record the switch and why |
I. Dimensional and functional checks
Measure the features that matter most and the ones most likely to be wrong.
| # | Field / clause | What to enter or require | Why it matters / reference |
|---|---|---|---|
| 45 | Characteristic selection | Key characteristics, features flagged on the FAIR, and features with a history of escapes | Targets the sample where risk is |
| 46 | Measurement capability | Gage resolution and uncertainty small enough to decide the tolerance | See inspection and metrology |
| 47 | Threads and fits | Go and no-go thread gages, pin gages and mating checks | Quick checks that catch common machining errors |
| 48 | Functional and cleanliness checks | Fit, function, leak or cleanliness level where the PO specifies them | For fluid parts, compare to the specified level; see the fluid cleanliness code tool |
J. Counterfeit-risk items
Electronic parts and other high-risk items need source evidence before any test result means anything.
| # | Field / clause | What to enter or require | Why it matters / reference |
|---|---|---|---|
| 49 | Source | Original manufacturer, authorized distributor, or a source approved under your counterfeit plan | DFARS 252.246-7008 (Jan 2023) sets that order for electronic parts |
| 50 | Traceability documents | Manufacturer C of C and the chain of custody back to the original manufacturer | The same clause requires tracking from the original manufacturer to acceptance |
| 51 | Physical indicators | Marking quality, date and lot codes consistent across reel or tube, signs of resurfacing or remarking | SAE AS5553 covers detection for EEE parts |
| 52 | Suspect counterfeit | Quarantine, report through your process and GIDEP; do not return to the seller | DFARS 252.246-7007; see counterfeit parts avoidance |
K. Quarantine and nonconformance path
Any "reject" above starts the same path: identify, segregate, record, disposition.
| # | Field / clause | What to enter or require | Why it matters / reference |
|---|---|---|---|
| 53 | Identify and segregate | Reject tag on the item and move it to a controlled hold area the same day | Prevents use in production |
| 54 | Nonconformance report | NCR with the line number failed, measurements, photos and the paperwork reviewed | Evidence the supplier and MRB can act on |
| 55 | Disposition authority | Return, rework or scrap by quality; use as is or repair only through MRB with design authority approval | See corrective action and SCARs |
| 56 | Supplier notice and SCAR | Notify the supplier with the NCR; issue a SCAR for repeat or systemic issues | Fixes the cause, not only the lot |
| 57 | Containment check | Check stock and work in process from the same lot, heat or shipment | One bad lot often has siblings |
L. Records
Keep a receiving record that someone can use years later to find every affected part.
| # | Field / clause | What to enter or require | Why it matters / reference |
|---|---|---|---|
| 58 | Receiving record | PO, line, part number, revision, quantity, lot or serials, supplier, cert pack reference, results by line number, inspector and date | Links the delivery to its evidence |
| 59 | Evidence | Photos of packaging and indicators, measurement data, verifier reports | Hard to recreate once packaging is discarded |
| 60 | Retention | Retain for the period your contract and quality system require | See records and change control |
| 61 | Supplier performance feed | Record accept or reject per lot into supplier scorecards | See supplier scorecards |
How to adapt this checklist
- Split it by commodity: machined parts, raw material, EEE parts and chemicals need different subsets. Keep the line numbers stable inside each version so NCRs can cite them.
- Put the matching requirements on the PO. Receiving can only check what the PO asked for, so state the cert pack, FAI, packaging, IUID, shelf life minimum and sampling plan in the order. The RFQ builder helps put them in the request.
- Tie supplier approval to it: new suppliers from the supplier survey questionnaire start on tightened inspection.
- Have your own quality and contracts teams review it before use. It is a working template for buyers, not legal advice, and your quality system procedures control.
Get parts that clear this checklist
We flow these receiving requirements down to the supplier at order, check the cert pack against them before shipment, and deliver with a certificate package built to your PO. Request a quote and attach your receiving requirements; a person replies within 1 business day. For export-controlled hardware or data, read confidentiality first.
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Questions
What should a receiving inspection checklist include?
At minimum: shipment and packaging condition, paperwork match against the PO, part identification and marking, quantity, visual condition, shelf life dates, ESD handling, material cert review against the specification, a named sampling plan, dimensional checks on selected characteristics, a counterfeit check for high-risk parts, a quarantine path and a record. Each line should be numbered so a nonconformance report can cite exactly which check failed.
How many parts should receiving inspect?
Use the plan your procedure or customer clause specifies. Many aerospace buyers use zero acceptance number plans, where any defect rejects the lot; a published example is 19 pieces from a lot of 250 at AQL 1.5. A quick statistical check: 59 pieces with zero failures gives 95 percent confidence that the lot is under 5 percent defective. Critical characteristics usually need 100 percent inspection.
When does a delivered item need an IUID mark?
When the contract includes DFARS 252.211-7003. The January 2023 clause requires unique item identification for delivered items with a government unit acquisition cost of $5,000 or more, plus items listed in the schedule or its attachments, such as embedded parts or serially managed items. The mark follows MIL-STD-130 at the version the contract cites. Receiving checks that the Data Matrix reads and matches the paperwork.
Should receiving check material cert chemistry against the spec?
Yes. Compare each element and mechanical property on the cert to the limits in the specification and revision on the PO, for the form and size delivered. Do not rely on a pass statement printed on the cert. Also confirm that the heat or lot number on the cert matches the marking on the material, because a correct cert for another heat proves nothing.
What happens to parts that fail receiving inspection?
They are tagged, moved to a controlled hold area and written up on a nonconformance report. Quality can return, rework or scrap them; use as is and repair need the material review board with design authority approval. The supplier gets the NCR and, for repeat problems, a corrective action request. Suspect counterfeit electronic parts are quarantined and reported, never returned to the seller.
How is this different from your receiving inspection guide?
The guide explains what receiving inspection is for, what a cert pack contains and how nonconformances are dispositioned. This page is the line-by-line template: numbered checks with what to require and the reference behind each, including IUID, ESD, shelf life, cert-to-spec review and sampling math. Use the guide to train people and this checklist to run the dock.
Related
Sources
- DFARS 252.211-7003, Item Unique Identification and Valuation (Jan 2023)
- DFARS 252.246-7008, Sources of Electronic Parts (Jan 2023)
- DFARS 252.246-7007, Contractor Counterfeit Electronic Part Detection and Avoidance System (Cornell LII)
- SAE AS5553D, Counterfeit EEE Parts; Avoidance, Detection, Mitigation, and Disposition
- MIL-STD-129R Change 2, Military Marking for Shipment and Storage (EverySpec)
- ESD Association, ANSI/ESD S20.20-2021
- ASQ, attribute and variable sampling plans (Z1.4 history from MIL-STD-105E)
- Pharmaceutical Online, How to establish sample sizes using c=0 sampling plans (September 7, 2016), citing Squeglia
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