What to Record in a Daily Site Diary

A useful site diary is not a long essay. It is a short, factual record of what happened, who was there and what may affect the next day.

The best time to complete it is while the day is still fresh. Five minutes at knock-off is usually more reliable than trying to rebuild the week from memory on Friday.

The eight things worth recording

1. Date, site and recorder

• Project or job name and site address
• Date and day of the week
• Name of the person making the record
• Arrival and finish times when they matter

2. Weather and ground conditions

Record the conditions that affected the work, not just a generic weather label. If weather did not affect the work, a short note such as 'fine, no impact' is enough.

Heavy rain from 10:20 am. External painting stopped. Ground at the rear access became too soft for the delivery vehicle.

3. People and subcontractors on site

List the crews or companies present and, where useful, approximate numbers, hours and work areas. The purpose is not payroll; it is to show who was working where and when.

4. Work completed

Use specific, observable descriptions. Include location and quantity when they are easy to record. 'Completed north-wall framing in Bedroom 2 and installed three lintels' is more useful than 'worked on framing'.

5. Materials and deliveries

• Supplier and delivery time
• Material and quantity
• Condition on arrival
• Docket or order number
• Shortage, rejection or storage location

6. Instructions, decisions and visitors

Record who attended or called, what was discussed, what was confirmed, what still needs an answer and who owns the next step. A diary records the conversation; it does not replace a separate approval required by a contract.

7. Delays, access problems and issues

Separate the cause from the effect. Record what happened, which work was affected and what action was taken. Give continuing issues a clear reference so later entries can be connected.

8. Photos and next steps

• The work area before starting
• Progress or concealed work
• Completed work
• Damage, shortage or unusual site conditions
• A wider view that establishes the location

A five-minute end-of-day routine

1. 1

   Start with the basics

   Add the date, weather and people on site.

2. 2

   Record the work

   List the main work completed by location.

3. 3

   Capture exceptions

   Note deliveries, visitors, instructions and problems.

4. 4

   Add useful photos

   Keep only the images that explain the work or condition.

5. 5

   Set up tomorrow

   Write the next task and any outstanding decision.

This guide is general record-keeping information. Your contract, client requirements or local rules may require additional records.