Construction Control Forms: what they are and why every project needs them - free QA/QC excel sheets

 

If you’ve ever worked on a serious construction project — whether it’s a high-rise, a hospital, or even a parking structure — you know that paperwork isn’t just paperwork. It’s what keeps everything accountable, safe, and moving forward.

That’s where control forms come in.

These forms are part of a structured system that helps contractors, consultants, and construction managers stay on the same page. They make sure materials are inspected, site work is checked, tests are done, and nothing gets missed.

If you're a project manager, site engineer, or QA/QC officer, you’re probably already using some of them. But in this post, I’m walking you through the full set of construction control forms — from Form 4.01 to 4.37 — and explaining, in plain English, what each one does.

If you’re looking for editable templates of these forms, you can download them directly from my blog. Just go to the search bar at the top-right corner and type in the form name (like “Form 4.01” or “Concrete Pour Record”), and you’ll find a dedicated post with the Excel sheet ready for download.

No need to waste time creating them from scratch — I’ve already done the hard work for you.

Let’s dive in.

Starting with Materials

Form 4.01: Material Inspection Report
Before using any materials, the contractor fills out this form, attaches technical data, and submits it to the consultant for review. Sometimes lab tests are needed — the results go back to the consultant too.

Form 4.01A: Material Inspection for Epoxy-Coated Rebar
This one’s a more detailed version of the previous form, used specifically for epoxy-coated steel. The consultant checks it, the lab might test it, and the CM gives the final go-ahead.

Form 4.02: Material Delivery & Storage Checklist
Once materials arrive on-site, this form helps check whether they’re stored properly. The contractor’s QA/QC inspects them first, then the consultant verifies.

Form 4.02A: Steel Delivery Checklist
Focused just on steel. The contractor checks the delivery and quality, and then the consultant inspects and comments if needed.

Scheduling Inspections

Form 4.03: Request for Inspection and Approval
Before work can be reviewed, the contractor sends this to the consultant. You need to give at least 24 hours’ notice. If it’s concrete work, you’ll need to attach Forms 4.05 and 4.06.

Form 4.03A: Demolition Inspection Request
This one’s for when you need to demolish defective work. The consultant checks the area, CM approves the action, and after demolition, a second inspection confirms it's done right.

Form 4.03B: Inspection Schedule
Simple but important. Used to schedule inspections — make sure to submit it by 3:00 PM the day before.

Daily Site Documentation

Form 4.04: Field Inspection Daily Report
Filled out by the CM's superintendent during site visits. It’s a daily summary of what's happening and what needs to be improved.

Concrete Work? Here's What You Need

Form 4.05: Record of Concrete Pour
Covers everything from start/end time to cube samples, temperatures, and curing method. Essential for every pour.

Form 4.05B: Concrete Truck Info
Tracks the trucks used in the pour — including mix details and temperatures.

Form 4.06: Pre-Concrete Inspection Record
Done before the pour. Confirms that the area is ready and everything's in place.

Tests & Lab Work

Form 4.07: Record of Testing (On/Off-Site)
Used when specific tests need to be carried out. It makes sure everything follows the specs and standards.

Form 4.08: Summary of Testing Requirements
Basically a master list of all the tests required for the project — submitted for reference and record.

Form 4.09: Off-Site Inspection Report
Used when inspections are done at suppliers or factories. Ensures off-site materials or work are still properly reviewed.

Handling Issues & Defects

Form 4.10: Advice of Defects
Anyone — CM, consultant, third party — can use this to report a defect. The contractor then fixes it, and it gets verified.

Form 4.11: Non-Conformance Report (NCR)
If something doesn’t meet the specs, this form is used to log the issue and propose corrective actions. Consultant and CM are both involved in deciding next steps.

Form 4.12: NCR Status Summary
Keeps track of open and closed NCRs. Usually submitted weekly as part of progress reports.

Equipment & Maintenance

Form 4.13: Maintenance Inspection Checklist
Used to inspect things like HVAC units, cranes, pumps, and generators — basically anything that needs to stay running during the project.

Before You Close the Ceiling…

Form 4.14: Record of Ceiling Space Closure
Before ceilings get sealed up, this form ensures all disciplines (MEP, civil, architectural) are done and cleared.

Form 4.15: Internal Procedures
Used when any party (CM, consultant, or client) wants to introduce or revise a site procedure for better control or clarity.

Blockwork & More

Form 4.18: Block Works Checklist
Contractor and consultant check each section of blockwork before moving on to the next phase.

Form 4.19: Hydrostatic/Pneumatic Test Certificate
Used for pressure testing piping systems. Consultant needs to witness and approve.

HVAC & Air Systems

Form 4.20: HVAC Checklist
Covers inspection and approval of HVAC systems before progressing to the next phase.

Form 4.21: Duct Leakage Test Report
Used to record leakage testing in ducts.

Form 4.22: Airflow Test Report
Records testing results for airflow rates in HVAC systems.

Pipes, Conduits, and Roofing

Form 4.23: Drainage Pipe & Water Line Checklist
Checks all piping systems before backfilling or finishing work.

Form 4.24: Underground Electrical Conduits Checklist
Used for verifying underground duct work for power or data systems.

Form 4.25: Roof Waterproofing Checklist
Makes sure waterproofing membranes on roofs are properly installed and inspected.

Doors, Buildings, and Materials

Form 4.26: Metal Door/Frame Checklist
Used for inspecting installation of metal doors and frames.

Form 4.27: Pre-Engineered Building Checklist
Ensures factory-built structures are assembled properly on-site.

Form 4.28: Sand Calibration Form
Confirms unit weight of sand used for testing or construction.

Form 4.29: Sieve Analysis
Used to check particle size distribution for aggregates or soil.

Form 4.30: Modified Proctor Test Form
Determines optimal moisture content for soil compaction.

Surveying, Substitutions & Planning

Form 4.31: Survey Works Checklist
Makes sure layout, levels, and benchmarks are correct before building.

Form 4.32: Request for Alternate or Substitution
Used when the contractor wants to propose a different material or system than what’s specified.

Form 4.33: Inspection and Test Plan (ITP)
A planning tool that outlines all inspections and tests required during the project.

Safety, Coordination & Handover

Form 4.34: Field Memorandum
Issued by the CM or consultant when there's an urgent issue on site — usually about QA/QC or safety.

Form 4.35: Handover Between Package Contractors
Facilitates smooth coordination between different subcontractors when one finishes and the next begins.

Form 4.36: Request for Coring
Used when coring is needed in existing concrete. Requires consultant’s review and approval.

Form 4.37: Taking Over Certificate
The final form that wraps up everything. Confirms the contractor has completed their work and hands it over to the client.

Final Thoughts

Control forms might feel like a mountain of paperwork — but they’re essential to keeping your project running smoothly. They reduce risk, ensure compliance, and make communication crystal clear between everyone involved.

By using forms like 4.01 to 4.37, you’re not just checking boxes — you’re creating a reliable system that protects the project, the team, and ultimately, your reputation.

Found this useful? Share it with your team, or bookmark it for your next project!