Keeping a construction site diary that's actually useful
By James Daly, Founder, Oi Guvnor · Updated 2026-10-09
A site diary is the record you wish you had when someone asks "when did we agree that?" or "why is it running late?". It doesn't need to be long. It needs to be done every day, with dates and photos, by the person who was there.
What to record each day
- Date, site and who was on site — your team and any other trades
- Work done today, by area
- Deliveries received, and anything short or damaged
- Decisions made, and who made them
- Instructions or requests from the client
- Problems, delays and their cause — weather, access, waiting on materials or another trade
- Anything found when opening up
- Photos, named or tagged by area
Decisions and instructions are the important bit
Progress notes help with planning, but decisions are what protect you. If the client chooses a different tile, agrees to move a doorway or asks you to wait, write down what was said, when and by whom. If it changes scope or price, it is also a variation — raise one.
Where you can, send a short message to the client confirming any decision the same day. Then the diary and the client's own messages agree.
Photos: before, during, after
Take photos before you cover anything up — first fix, insulation, damp-proofing, steel bearings. Take wide shots that show where you are, not just close-ups. Date-stamped photos tied to a diary entry are far more useful than a camera roll of hundreds of unlabelled pictures.
An illustrative entry
- [date] — [site address]
- On site: me, labourer, electrician (first fix, 08:00–15:00)
- Done: kitchen stud wall boarded one side; electrician first fix kitchen complete
- Delivery: plasterboard arrived, 4 sheets damaged — supplier told, replacements due [date]
- Decision: client confirmed island position moved 300mm towards window (message received 11:40)
- Issue: waiting on window fitter — can't seal openings until [date]
- Photos: 6 — first fix before boarding, damaged sheets
Make it quick or it won't happen
The best diary is the one you'll keep. If writing at the end of a long day isn't realistic, speak it into your phone in the van and tidy it later. Keep the same headings every day so it takes no thought.
Where Oi Guvnor fits
Oi Guvnor is built around talking: say what happened on site and it becomes a dated note on the right job, with photos attached. You check it before anything goes to the client. See an example of how a day comes together on the builder's day page.
This guide describes common good practice. It isn't legal, tax or contractual advice — check anything specific with a qualified adviser.