Material Indent Form — Free Download for Indian Builders

What is a Material Indent Form?

A Material Indent Form (also called Site Material Requisition / SMR or Indent Slip) is the document a site supervisor or engineer raises to request material delivery from the central store, head office or vendor. It's the gateway between the site team and the procurement / store team. Without it, materials show up either too early (cluttering the site, getting damaged), too late (work stops, mazdoors sit idle on full wages) or wrong-grade (cement of a different brand, steel of a different diameter).

On Indian sites, indents are usually paper-based — handwritten, signed, photographed and WhatsApped to the store keeper or owner. This template gives you a clean, professional PDF you can print as a pad and use site-wide.

When is it used?

Whenever site needs material that isn't already on stock — daily for fast-moving items like cement, steel and aggregate; weekly for finishing materials; one-off for specialty items like waterproofing chemicals or specific tile lots. Indents are filed and used to verify delivery challans (DC) when materials arrive.

Key fields in this indent form

• 1. Indent number (sequential per site)
• 2. Date raised + project / site name
• 3. Indented by (supervisor / engineer name + signature)
• 4. Material code, description, brand / specification
• 5. Unit (bags / nos / kg / cum) and quantity required
• 6. Available stock at site
• 7. Required-by date
• 8. Urgency (Normal / Urgent / Emergency)
• 9. Purpose / activity / location it's needed for
• 10. Approver name + sign-off (PM / project head)
• 11. PO number (filled by procurement)
• 12. Delivery confirmation / DC number (filled when received)

How to fill — step by step

1. Check current site stock first. Don't indent what you already have.
2. Specify the item completely — brand, grade, size. "Cement OPC 53 grade Ultratech 50kg bags" not just "cement".
3. Compute quantity from work plan — 7-day need + 20% buffer.
4. Mark required-by date — give procurement at least 48 hours unless emergency.
5. Get supervisor's signature on site, then send to PM for approval.
6. Match the DC to the indent when material arrives — file together.

Common mistakes

• Vague specs. "Steel" gets you 8mm when you needed 16mm. Always specify diameter, grade, length.
• No approver sign. Without sign-off, vendors deliver and PMs deny. Always get the approval column filled.
• Indenting too late. "Need cement tomorrow" means premium prices and delays. Plan 3 days ahead.
• Not closing the loop. Match indent to DC. Without that, theft and shortages can't be tracked.
• Same indent, multiple times. Sequential numbering prevents duplicate orders.

How Site Setu automates this

Site Setu's Material module digitises the indent → approval → PO → delivery → consumption loop. Supervisor raises an indent on mobile, PM approves with one tap, procurement converts to PO, vendor delivers, store-keeper scans DC, system reconciles. No paper, no missed deliveries, no theft. Features · Pricing.