1. Item Number or Code

Each material should be assigned a unique identifier or item number, especially in larger projects. This helps with:

• Easy tracking in procurement systems.

• Cross-referencing with specifications and drawings.

2. Material Description

Clearly describe each material item to avoid confusion or misinterpretation. The description should include:

• Type of material (e.g. C30 concrete, 100mm dense blocks).

• Size and grade (e.g. 10mm rebar, 18mm plywood).

• Finish or treatment, if applicable (e.g. galvanised steel, treated timber).

A detailed description ensures suppliers and site teams know exactly what is required.

3. Unit of Measurement (UOM)

Define how the material quantity is measured. Common units include:

• Cubic metres (m³) for concrete, excavation.

• Square metres (m²) for plastering, roofing, tiling.

• Linear metres (m) for pipes, cables, skirting boards.

• Tonnes or kilograms (kg) for steel reinforcement.

• Number or pieces (No.) for doors, fittings, fixtures.

Using standard measurement units in line with SMM7 or NRM2 guidelines ensures consistency.

4. Quantity Required

This is the measured quantity of each material needed to complete the work. It should be based on:

• Scaled drawings or BIM models.

• Project specifications.

• Adjusted for wastage factors, where necessary.

Accurate quantities help avoid material shortages or over-ordering.

5. Wastage Allowance (if applicable)

Some materials require a wastage allowance to account for offcuts, breakages, or installation loss. Typical allowances include:

• 5–10% for tiles and bricks.

• 10–15% for plasterboard and insulation.

• 2–5% for reinforcement steel.

Including this in the report helps plan realistic procurement quantities.

6. Total Quantity (Including Wastage)

After applying the wastage factor, the total quantity is calculated. This figure should be used for:

• Material ordering.

• Cost estimating and budgeting.

7. Reference Drawing or Section

Indicate the drawing number or section from which the quantity was taken. This is useful for:

• Verification during reviews.

• Cross-checking with design changes.

• Quality assurance and audit trails.

8. Comments or Notes

Add any relevant notes that provide context or clarify assumptions, such as:

• “To be installed externally – requires weatherproof finish.”

• “Provisional quantity – to be confirmed after site survey.”

• “Quantity includes allowance for service void.”

This helps all stakeholders understand the reasoning behind each entry.

Optional (But Helpful) Inclusions

9. Unit Rate or Cost (Optional)

While not always required in a basic MTO, including unit rates or cost estimates can help:

• Prepare preliminary budgets.

• Track cost implications of design changes.

• Align with supplier pricing during procurement.

10. Supplier or Specification Reference

If materials are specified by a particular brand or supplier, this can be noted in the report to ensure consistency.
Example:

• Insulation board: Kingspan Kooltherm K5, 50mm.

• Paint: Dulux Trade Diamond Matt, white.

11. Delivery Location or Phase

On larger or phased projects, it may be useful to include:

• Which zone or phase the materials are needed for.

• Expected delivery date or time period.

This assists with logistics planning and on-site coordination.