DD Form 250 – Fill Out and Use This PDF

The DD Form 250 is a Material Inspection and Receiving Report that serves as a critical document within the United States Department of Defense for verifying the receipt and inspection of materials. This form, under OMB No. 0704-0248, is an essential part of the procurement and supply chain process, ensuring that materials meet contract specifications and are received in good condition. For detailed guidance on how to fill out this important document efficiently and correctly, click the button below.

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DD Form 250 PDF Details

The Material Inspection and Receiving Report is the official government document used across Department of Defense procurement operations to record the delivery, inspection, and acceptance of materials and services supplied under federal contracts. Required under DFARS Part 4, this document creates an auditable record that protects both the contractor and the government by establishing precisely what was delivered, in what quantity, and whether the items met contract specifications.

Government contracting agencies rely on this form to capture all relevant shipment and inspection data in one place. The first block identifies the contract number, delivery order number, and shipment number. The line item section lists each item delivered with its description, unit of measure, quantity shipped, and quantity accepted. A Contract Quality Assurance (CQA) representative must sign and date the inspection block to confirm the goods were verified at either the origin or destination as specified in the contract. A second authorized government official signs the acceptance block, confirming the items have been received and accepted for government use.

The inspection and receiving workflow differs by contract type. For destination acceptance, a government inspector at the delivery site reviews the items upon arrival and completes the acceptance block on site. For origin acceptance, a government representative visits the contractor facility before shipment to certify that items meet quality standards before they leave the production floor. Both approaches require a fully completed receiving report to trigger the contractor payment process, so missing or incorrect data can delay invoice processing.

Receiving reports serve several important functions in supply chain management. They verify that materials arrived in the required condition and match contract specifications. They provide documentation for property accountability, helping the government track the physical location of procured assets. They feed directly into contract closeout procedures, supporting the contracting officer in determining that all deliveries have been made and accepted. In the event of a discrepancy between what was ordered and what was received, the report is the starting point for a formal discrepancy submission or contract modification.

Contractors frequently prepare multiple copies for distribution: one retained internally for billing records, one provided to the receiving official, and one forwarded to the contracting officer. While the standard template remains a single-page document, digital versions are now widely used to reduce manual errors and speed up processing. Timely submission after acceptance is important, as government payment terms under the Prompt Payment Act begin running from the date of acceptance or the date of a valid invoice, whichever is later.

Question	Answer
Form Name	DD Form 250
Form Length	1 pages
Fillable?	No
Fillable fields	0
Avg. time to fill out	15 sec
Other names	inspection receiving, how to form dd 250, dd 250, dd250 form pdf
Issuing Agency	Department of Defense (DoD)
Category	Procurement Documentation
OMB Control Number	0704-0248

How to Edit DD Form 250 Online for Free

This PDF editor makes working with federal procurement documents straightforward. You can complete all required fields, add notations, insert signatures, and download the finished form for submission. Follow these steps to get started:

Step 1: Open the PDF editor by clicking the "Get Form" button at the top of this page.

Step 2: Once the editor opens, you will see the blank form ready to complete. In addition to filling in the required fields, you can add text, adjust existing content, insert images, apply a digital signature, and perform other modifications.

This form requires specific information to be entered, so take care with each field:

1. When completing the first section, make sure to include all required fields related to contract identification and shipment data. Accurate entries here are essential for proper records management and payment processing.

2. Next, complete the following fields: container number, CONTRACT QUALITY ASSURANCE, a ORIGIN, b DESTINATION, CQA, ACCEPTANCE of listed items, ACCEPTANCE of listed items has been made by me or under my supervision, RECEIVER'S USE, Quantities shown in column were received, DATE RECEIVED, SIGNATURE OF AUTHORIZED, and GOVERNMENT REPRESENTATIVE.

3. This section covers: COMMERCIAL TELEPHONE NUMBER, CONTRACTOR USE ONLY, COMMERCIAL TELEPHONE NUMBER, If quantity received by the government, DD FORM AUG, and PREVIOUS EDITION IS OBSOLETE. Review all entries in this area carefully.

PREVIOUS EDITION IS OBSOLETE, COMMERCIAL TELEPHONE NUMBER, and DD FORM AUG inside 250 form

Many users make errors in the PREVIOUS EDITION IS OBSOLETE field. Review your entry carefully before finalizing the document.

Step 3: After reviewing your completed entries, click "Done" to finish. Create a free account to download, email, or store the document in your FormsPal account. Your data is kept secure throughout the process.

Key Fields on the DD 250 Form

The form is divided into distinct sections, each capturing different aspects of the delivery transaction. Understanding each block helps ensure all entries are accurate and complete before submission to the contracting officer.

The contract identification block at the top records the contract number, delivery order number, and the date of the current version. These fields link the receiving report to the specific procurement action and line items being delivered.

The shipment data block records the shipment number, bill of lading number, and mode of transport. This information allows the government to track the physical movement of materials from the contractor facility to the receiving location.

The line item section (Block 15) is the most detailed part of the form. For each item delivered, the receiver records the contract line item number (CLIN), description, unit of measure, quantity shipped, and quantity accepted. Items that arrive damaged or short must be documented here separately from accepted quantities to support any discrepancy claim.

The inspection and acceptance blocks (Blocks 21 and 22) require dated signatures from the appropriate officials. The CQA representative signs the inspection block to confirm the items were examined. The receiving official signs the acceptance block only after confirming the items meet the contract requirements stated in the delivery order.

Related Department of Defense Forms

Defense contractors and government agencies commonly use several other official documents alongside this form. Each supports a different part of the procurement and personnel management process.

DD Form 1351-2 - Travel Voucher or Subvoucher used for government travel reimbursement claims.
DD Form 149 - Application for Correction of Military Record.
DD Form 93 - Record of Emergency Data for active duty military personnel.
DD Form 2656 - Data for Payment of Retired Personnel.
Shipping Manifest Form - Companion document for tracking goods in transit and verifying delivery counts.

Frequently Asked Questions

What is the DD Form 250 used for?

It is the official receiving report that government contracting agencies and contractors use to document the delivery, inspection, and acceptance of supplies and services under DoD contracts. The signed document serves as the primary basis for contractor payment authorization.

Who signs this document?

Two parties sign: the Contract Quality Assurance (CQA) representative, who inspects the goods and signs the inspection block, and the authorized Government Representative, who signs the acceptance block after confirming the items meet the contract requirements.

How many copies are required?

Standard practice requires at least three copies: one for the contractor's billing records, one for the receiving official's files, and one forwarded to the contracting officer to support contract administration and closeout activities.

What happens if there is a discrepancy in the delivery?

If the quantities received differ from the quantities shipped, or if items arrive damaged, the receiver notes the discrepancy in the quantity accepted column. A separate discrepancy report may then be required depending on the terms of the contract and the value of the shortfall.

Is this form still in active use?

Yes. The form remains a required document for defense contracts subject to DFARS Part 4. Some contracts may allow electronic submission through authorized government contractor systems, but the underlying data requirements and signature obligations remain the same.