How to use the Site Visit Report
Before the visit, prepare the appointment scope, current drawings and specifications, previous open observations, attendee details and a consistent photo-reference method.
The workspace starts blank. Load example temporarily fills the controls with demonstration data; reload or use the tool’s New or reset action, where provided, before entering live information.
- Complete Visit and issue details, including project reference, report number, date and time, weather, attendees, purpose, documents reviewed and access limitations.
- Add each Field observation with a unique reference, classification, exact location and a factual description of what was visible.
- Cite the drawing, specification or contract reference, request a clear action, assign owner, priority, due date and status, and add concise photo references.
- Use Carry forward open items for the next visit, update follow-up evidence without rewriting the original observation, then set report status and issue date.
Worked examples
These examples explain the set-up, expected output and review needed without changing the tool workspace.
Apparent masonry-detail deviation
- Set-up
- Record the inspected opening and viewpoint, state that the specified cavity-tray stop end was not visible, cite the detail and request installation evidence before closure.
- Result
- The item is an observable fact with an owner, due date and evidence request rather than an unsupported defect conclusion.
- Review
- Confirm the response and any concealed-work evidence before changing Ready to verify to Closed.
Carry-forward action
- Set-up
- Open the next report and use Carry forward open items so the earlier reference, location, owner and status are retained.
- Result
- The new visit can record current follow-up while preserving where the issue originated.
- Review
- Do not duplicate closed items or silently replace the original wording and photographs.
Suggested workflow
Place the tool in a controlled project or practice process rather than treating its output as an isolated verdict.
- Prepare the visit scope and previous actions, then record conditions and limitations while evidence is fresh.
- Issue factual observations promptly to named owners and retain referenced photographs outside the report where required.
- Track responses and verify close-out on a later visit or through appropriate evidence.
Check before saving or issuing
- Every observation states what was seen, where, when and against which information.
- Photos have captions or file references that remain accessible after the PDF is issued.
- Open items have an owner, due date and status; closed items include follow-up evidence.
Common problems
- Observation reads as a certification: rewrite it as a factual visible condition and requested response.
- Photo cannot be matched later: use unique file references and location captions rather than only embedding an image.
- Carry-forward creates apparent duplicates: distinguish the original reference from the current follow-up and close only after verification.
Output
A structured site visit report with observations, actions and retained references.
Professional boundary
Record only what was observed. The report is not a warranty, exhaustive inspection or certification of compliance or workmanship.