Site visit report template, with examples
A site visit report turns an hour on site into something the office, the client and the crew can act on. Write it the same day, area by area, and end with who does what next.
Download the site visit report template: PDFWord
The template
One report per visit. Print the PDF or type into the Word file.
Site visit report, [date and time]
Project: [name and address] · Visited by: [name] · Also there: [names and companies]
Purpose: [first look, progress check, inspection, problem, handover]
Conditions: [weather, access, the state of the site]
What we saw, area by area:
[area]: [what you saw] · [measurements] · [problems] · photos [numbers]
[area]: [what you saw] · [measurements] · [problems] · photos [numbers]
Decided on site: [what was decided, by whom]
Open questions: [what still needs an answer, and from whom]
Follow-ups:
[action] · [who] · [by when]
[action] · [who] · [by when]
Next visit: [date, or what triggers it]
Write it area by area
Go in the order you walked the site: the front, the roof, the electrical, the basement. For each area, say what you saw, any measurement, and any problem, with the photo numbers that show it. A reader who wasn't there should be able to follow the visit in the same order.
Examples
- Vague: "Electrical looks okay."
Useful: "Main panel, garage: 200 A service, two open slots, no signs of heat. Service voltage measured at 243 V. Photos 4 to 6." - Vague: "Roof needs attention."
Useful: "South slope: shingles brittle, heavy granule loss in the gutters. Recommend replacing the south slope before the panels go on. Photos 9 to 12."
Decisions and who made them
If something was decided on site, write down what it was and who decided it: "Owner chose to move the inverter to the garage wall." Decisions that only live in someone's memory are the ones that get argued about later.
End with the follow-ups
Every report should end with a short list: what needs doing, who is doing it, and by when. That list is what the office will act on, and it is what you check at the next visit.
Common mistakes
- Writing it up days later from memory.
- Photos with no area or number, so nobody can tell which problem they show.
- No follow-up list, so the report gets read and nothing happens.
Doing it in FieldPix
This is what the FieldPix AI walkthrough writes for you. Record while you walk the site, say what you see, and take photos as you go. When you tap Done, FieldPix writes notes for each area with the photos filed under it, a short summary and an action list. Review it, then share it or save it as a PDF. Watch: walk the site with AI.
