Document what you found on a site visit: conditions, measurements, photos, risks and next steps.
A good site report saves a second trip. It records access, existing conditions and anything that will affect the price or the plan.
For geotechnical, environmental or structural investigations, a licensed professional prepares the formal report. This template is for practical site visits by contractors and facility teams.
16 items. Complete it digitally or on paper, whichever your team prefers.
A contractor visits a restaurant before a kitchen refit. The report records the gas shut-off location, a narrow rear door that limits equipment delivery, and water damage under the dish area that needs a specialist look before the price is final.
Pricing and planning work without a documented site visit leads to change orders and disputes once hidden conditions show up. The report gives everyone the same record of what was seen and what still needs a specialist.
| Site | Bluebird Bakery, 220 Main St, Burlington VT |
|---|---|
| Visit | Thu, Feb 19, 9 am, 18 F, snow |
| Purpose | Survey before oven and hood install |
| Present | Contractor Will, owner Ellen |
| Utilities | Gas meter rear alley; main shut-off in basement |
| Findings | Hood duct route blocked by beam; roof access by ladder only |
| Next steps | Structural engineer to review beam penetration |
The beam blocking the duct route is flagged for an engineer rather than solved on site, since cutting it could affect the structure. Weather is recorded because snow on the roof limited what could be checked there.
The person who did the visit.
Enough to show every finding, numbered.
No, that needs a licensed professional.
With the job or customer record.
Record the address, date, weather and who was present, then existing conditions like access, utilities and structure, measurements and numbered photos with captions. List hazards and anything that needs a specialist, and finish with recommended work and further investigation. Sign and date it, and note who reviewed it.
Number each photo, give a short caption saying what and where, and mark the photo locations on a simple site plan. Include a scale reference, like a tape measure, for defects. Keep the original files, since the date and time data can matter later.
More for the same job
Once the site investigation report template is in place, the next question is usually about shifts and hours. Book a demo to see how EZTime handles scheduling and time tracking.