Free template
Site visit record template
A site visit record template for the works management team: project details, attendees, state of the works, observations and instructions, and signatures. Each field comes with one line on what to put in it.
Template reviewed in October 2026
Site visit record
A guide template: it follows no format set by any authority. Adapt it to your project and to the way your studio works.
Project details
- Project
- Name and location, as they appear in the project documents.
- Client
- Name of the person or organisation promoting the works.
- Visit
- Visit number, date, and arrival and departure times.
Attendees
- Works management
- Who attends for the project architect and the site supervisor, with their role.
- Contractor
- The building company and who represents it at the visit: site manager, foreman.
- Other attendees
- The client, subcontractors, the health and safety coordinator or other consultants present.
State of the works
- Current phase
- The phase or the work packages under way on the day of the visit.
- Estimated progress
- Share of the works completed in the works management's estimate, pending a measurement.
- Work since the last visit
- What has been built since the previous record.
Observations and instructions
- Observations
- What was seen on the visit, one observation per line, with its location.
- Instructions
- What is asked of whom and, where relevant, by when.
- Photos
- The reference of each attached photo and the observation it belongs to.
Closing
- Next visit
- The planned date of the next visit, if it is already set.
- Signatures
- Name, role and signature of each attendee who signs the record.
Who fills it in and who signs it
It is drafted by whoever leads the visit, usually a member of the works management team, during the visit or once it ends.
It is signed by the attendees who endorse what it records; each studio decides who signs and who receives it. The template leaves a space for each of them.
Get the editable Word version
We email you a link to download it and adapt it to your work.
Controller: ArquiFlow. Purpose: to send you the document and, only if you tick the box and confirm it from the email, ArquiFlow news. Legal basis: your request and, for the news, your consent. Recipients: our email provider. Rights: access, rectification, erasure and the others explained in the privacy policy.
Frequently asked questions
Does this template follow a format set by any authority?
No. It gathers the usual sections of a site visit record so you can adapt it to your project and to the way your studio works.
What should go in the observations?
What was seen, where and in what state, one observation per line. If there is a photo, note its reference so the record and the image can be matched.
Can I use it for every visit to a project?
Yes. Number the visits and note in each record what has been built since the previous one: together, the records tell how the works progressed.
ArquiFlow drafts the record of every site visit
You record the visit and take the photos; ArquiFlow drafts the site visit record with its observations, the photos and the progress, and leaves it for you to review and send for signature.