Site diary: what to write – with a template
A site diary takes two minutes a day and can save you a lot of money and arguments. It is your memory when something goes wrong – and a lovely story when the house is finished.
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Why keep a site diary?
A lot happens on a building site that nobody remembers six months later: who was there, what was decided at the site visit, why the pour was postponed, and how the pipes run before the floor went down. With a diary you can document agreements and deviations, follow progress and find details again when something needs repairing.
What should the diary contain?
What matters most is writing briefly and regularly. On most days this is enough:
- Date and weather – rain, frost and wind affect both progress and quality
- Who was on site (trade and company)
- What was done
- What was decided or changed – and by whom
- Problems, deviations and delays
- Photos, especially of what will soon be hidden
A simple template
Copy this template and fill it in every day something happens:
- Date: … Weather: …
- On site: …
- Done: …
- Decided / changed: …
- Deviations / problems: …
- Next step: …
- Photos: …
The photos are invaluable
Photograph pipes, cable runs, reinforcement, membranes and insulation before they are closed in. Take overview shots and close-ups, ideally with a folding rule in the picture. When a leak has to be traced in ten years, or a surveyor asks how the bathroom was built, this is the record you need.
Milestones give the overview
Mark the big moments as milestones: plot bought, building permit, foundations poured, weathertight, moving in. The milestones become a timeline that shows you – and the family – how far the project has come.
Example of a good entry
"Tuesday 12 May, sunny, 24 degrees. On site: plumbers (two) and electrician. Pipes in the first-floor bathroom laid and pressure-tested – photos taken before the screed. The electrician moved the socket at the kitchen island 40 cm towards the window as agreed with us by phone yesterday. Deviation: the shower drain is 3 cm off, the plumber fixes it tomorrow. Next: floor screed on Thursday."
It takes two minutes to write but tells you exactly what happened, who agreed what, and what needs following up.
Who should write?
The client is the natural owner of the diary, but it is best when several people contribute. Let the site manager or builder add photos, and write down yourself what you have agreed. If you live far away, a local contact or neighbour can take photos at the milestones.
The diary in claims and when selling
If a defect appears after you move in, the diary is often what shows when the work was done, by whom and in what conditions. That strengthens your case with the builder and the insurer.
When the house is eventually sold, a tidy diary with photos of what is hidden in walls and floors is a strong sign of quality for buyers and surveyors.
Site diary in MinePlaner
In MinePlaner you write the diary on your phone, add photos from the camera roll, and the weather on site is filled in automatically. Milestones become a timeline on the project overview, and you choose whether the diary – or only the milestones – is shown to the family.
Frequently asked questions
Is a site diary required?
Every building project with a design – your own house included – has compulsory books kept by the architect, the building engineer and the safety coordinator (libro de órdenes y asistencias and libro de incidencias), and a building logbook (libro del edificio) is handed over at the end. A diary of your own as the client is voluntary, but very useful for deviations, claims and selling.
How often should I write?
Every day something happens on site. Two or three lines and a few photos are enough.
What is most important to photograph?
Everything that gets hidden: pipes, electrics, reinforcement, membranes and insulation – before walls, floors and ceilings are closed.