A steel structure site discrepancy report checklist helps EPC teams control differences found after steel components arrive at site. A discrepancy may involve missing items, damaged members, wrong marks, bolt issues, drawing conflicts, document gaps, or differences between the packing list and actual received items.
This checklist is written for site engineers, receiving teams, project buyers, logistics coordinators, and quality inspectors. It is designed to keep each issue specific, evidence-based, and traceable until closeout.
1. Define what counts as a site discrepancy
The first step is to separate normal site sorting work from a reportable discrepancy. A report should be opened when the issue affects receiving acceptance, quality release, installation sequence, or supplier follow-up.
- Missing component, plate, bolt box, accessory, label, or document.
- Damaged coating, galvanizing, thread, plate, member, or package.
- Wrong component mark, wrong package label, or unclear drawing reference.
- Wrong bolt size, grade, quantity, or tightening evidence.
- Difference between packing list, mark list, drawing, and actual site item.
- Site condition that may affect installation, inspection, or handover.
For first receiving controls, use the site receiving checklist.
2. Classify the discrepancy type
Classification helps the project team choose the right closeout route. Do not mix missing items, damage, drawing gaps, and bolt problems into one general line unless they are part of the same root issue.
| Discrepancy type | Typical evidence |
|---|---|
| Missing item | Packing list, package label, received quantity, shortage photos, and site storage check. |
| Damage | Arrival photos, close-up photos, package condition, component mark, and repair record. |
| Wrong mark or label | Component mark, bundle label, drawing reference, and mark list comparison. |
| Bolt or accessory issue | Bolt list, box label, size, grade, quantity, thread condition, and affected connection. |
| Drawing or document gap | Missing revision, unclear detail, conflicting list, or absent certificate. |
| Installation impact | Affected grid, erection sequence, hold point, or required approval date. |
3. Link the report to package and drawing references
A discrepancy report is much stronger when it connects the site issue to exact references. This helps the buyer, supplier, and site team avoid long clarification cycles.
- Project name, shipment batch, container or truck number, and delivery date.
- Package number, bundle number, crate number, or bolt box number.
- Component mark, drawing number, revision, grid line, or erection area.
- Packing list, mark list, bolt list, or installation document reference.
- Report date, reporter, responsible owner, and current installation status.
For mark control, compare the issue with the component marking guide.
4. Attach clear photo evidence
Photos should show context and detail. A discrepancy report should not rely only on a close-up image without package number, component mark, or site location.
- Wide photo showing the item, package, or laydown location.
- Close-up photo showing the discrepancy clearly.
- Photo of package label, component mark, bolt box, or document page.
- Measurement photo when size, hole location, thread length, or deformation is involved.
- Photo folder name linked to the discrepancy report number.
For photo standards, use the delivery photo checklist.
5. Assess installation impact
The report should state whether the discrepancy blocks installation, creates a quality hold, or can be corrected without affecting the current erection sequence.
| Impact level | Suggested control |
|---|---|
| No immediate impact | Track in the log and close before handover. |
| Sorting or document issue | Correct labels, lists, or file references before issuing to erection. |
| Quality hold | Hold affected item until inspection, repair, or approval is complete. |
| Installation block | Escalate owner, target date, and replacement or correction route. |
| Engineering decision required | Hold modification or substitution until approved by the responsible engineer. |
6. Choose the closeout route
Each discrepancy should have one primary closeout route. This keeps the issue from moving between buyer, site, supplier, and engineering teams without resolution.
- Site sorting or relabeling when the correct item exists but is misplaced or unclear.
- Supplier clarification when packing, marks, or documents do not match.
- Replacement request when the item is confirmed missing, damaged, or wrong.
- Repair approval when coating, galvanizing, or minor damage can be corrected.
- Engineering approval when substitution, rework, or field modification is proposed.
If replacement is needed, use the replacement parts request checklist.
7. Keep a discrepancy log
Large projects may have many small issues across multiple shipments. A discrepancy log helps the team see what remains open and what is already closed.
| Log field | Purpose |
|---|---|
| Report number | Connects photos, emails, replacements, repairs, and closeout records. |
| Discrepancy type | Shows whether the issue is missing, damaged, wrong, unclear, or blocked. |
| Reference | Links to package, drawing, mark, bolt list, or document. |
| Owner and due date | Makes responsibility visible before installation is delayed. |
| Status | Tracks open, under review, replacement arranged, repaired, accepted, or closed. |
8. Close the report with evidence
Discrepancies should be closed only when the issue is corrected, accepted, or formally transferred to another controlled record. The closeout evidence should be easy to find later.
- Corrected label, drawing, packing list, or document record.
- Repair photos and inspection acceptance.
- Replacement shipment and receiving confirmation.
- Engineering or quality approval for use as is, substitution, or modification.
- Updated installation package or site handover record.
- Closeout date and responsible person.
For final package control, connect closed discrepancies to the installation package checklist.
Red flags in site discrepancy reports
- The report describes the issue but does not identify package, mark, or drawing reference.
- Photos show the issue but not enough context to prove where it belongs.
- Missing parts, damage, and bolt issues are mixed into one vague open item.
- No one decides whether installation is released, held, or blocked.
- Replacement or repair is completed but not linked back to the original report.
- The discrepancy log is not reviewed before installation handover.
Buyer note
A site discrepancy report is useful when it turns a vague site problem into a controlled record. EPC buyers should require clear classification, package evidence, drawing references, owner assignment, installation impact, and documented closeout for every reportable discrepancy.