Material Requisition Slip (Word)
Nothing should leave the store without a written request. This material requisition slip (MRS) records who needs what, for which job or cost centre and by when, how much the store actually issued, and what has to be bought because it is not in stock. A short material return note on the second page brings unused material back into the store's books.
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Preview
Real view of the file with its sample data (yellow cells are where you type).
[Your Company Name]
[Plant / store address] · Phone [ ] · [email]
MATERIAL REQUISITION SLIP
| MRS No. | MRS/[2026]/[001] | Date | [DD-MM-YYYY] |
| Department | [ ] | Cost centre / job no. | [ ] |
| Required by (date) | [DD-MM-YYYY] | Deliver to | [Section / machine / site] |
| Purpose | [Production / maintenance / project / office use] | Priority | [Normal / Urgent] |
| # | Item code | Description | Unit | Qty requested | Qty issued | Balance to purchase | Bin / location | Remarks |
| 1 | [ ] | [Item description, size, grade] | [ ] | [ ] | ||||
Store check (tick one): ☐ Issued in full ☐ Partly issued, balance to purchase ☐ Not in stock, purchase requisition raised: PR No. [ ]
| Requested by | Approved by (head of department) | Issued by (store) | Received by |
| Name: Date: | Name: Date: | Name: Date: | Name: Date: |
Notes
• Material is issued only against an approved slip. One slip per department and cost centre.
• Unused material must be returned to the store with a material return note (overleaf).
• The store posts the issued quantity in the stock register on the same day.
[Your Company Name]
[Plant / store address] · Phone [ ] · [email]
MATERIAL RETURN NOTE
| Return No. | MRN/[2026]/[001] | Date | [DD-MM-YYYY] |
| Returned by (department) | [ ] | Against MRS No. | [ ] |
| Cost centre / job no. | [ ] | Reason | [Excess / job cancelled / wrong item / defective] |
| # | Item code | Description | Unit | Qty returned | Condition | Taken to bin / location |
| 1 | [ ] | [ ] | [ ] | [ ] | [Good / damaged / scrap] | [ ] |
Condition decides where the material goes: good material back to stock, damaged material to quarantine for inspection, scrap to the scrap yard.
| Returned by | Received by (store) | Checked by (quality, if damaged) |
| Name: Date: | Name: Date: | Name: Date: |
…
What's inside
- Requisition number, date, department, cost centre or job number, required-by date and purpose
- Item table: item code, description, unit, quantity requested, quantity issued, balance to be purchased, bin or location and remarks
- Store check: in stock, partly in stock or purchase requisition raised
- Signatures for requested by, approved by (head of department), issued by (store) and received by
- Material return note: return number, original requisition, items returned with condition, and store acknowledgement
How to use it
- Open the file in Word, Google Docs or LibreOffice and replace [Your Company Name] and the address with your own. Save it as your master copy.
- Print a pad of blank slips or fill the slip on screen for each request.
- The person needing material fills the top part and the "Quantity requested" column and gets it approved.
- The store issues what is available, fills "Quantity issued" and "Balance to purchase", and ticks the store check box.
- The person collecting signs "Received by". The store files the slip and posts the issue in its stock records.
- When unused material comes back, fill the return note on page two so the stock is added back.
Tips
- Number slips in a series per year (MRS/2026/001) and never reuse a number.
- Record the job or cost centre on every slip: it is how material cost reaches the right job or department.
- For items marked "Balance to purchase", raise a purchase requisition the same day so the request is not forgotten.
Questions and answers
What is a material requisition slip?
A written request from a department to the store to issue material. It authorises the store to reduce its stock and records which job or department used the material.
Is a material requisition the same as a purchase requisition?
No. A material requisition asks the store for material it already holds. A purchase requisition asks the purchase department to buy something.
Can I add more lines?
Yes. Click in the last row of the table and press Tab at the last cell to add a row.