📋 Daily Reporting Guide
Your daily report is the single most important document on every project. It's your defense in disputes, your record for billing, and your memory when questions arise months later.
If it's not documented, it didn't happen. Courts and arbitrators rely on contemporaneous records.
Why Daily Reports Matter
| Situation | How Daily Reports Help |
|---|---|
| Delay claims | Prove weather, waiting on owner decisions, site conditions |
| Change orders | Document extra work performed |
| Disputes | Provide contemporaneous evidence |
| Pay applications | Support labor and material quantities |
| Safety incidents | Establish timeline and conditions |
What Every Daily Report Should Include
Required Fields
-
Date & Weather
- Temperature (start, high, low)
- Conditions (clear, rain, wind)
- Impact on work (if any)
-
Manpower
- Trade and count by company
- Hours worked
- Overtime noted
-
Work Performed
- Specific locations (grid lines, floors, areas)
- Quantities installed
- Progress vs. schedule
-
Materials Received
- Delivery tickets
- Condition on arrival
- Storage location
-
Equipment on Site
- Active equipment
- Idle equipment and why
- Rentals delivered/picked up
-
Visitors & Inspections
- Owner/architect visits
- Inspector visits and results
- Subcontractor coordination
-
Issues & Delays
- What happened
- Who was affected
- Resolution or escalation
-
Safety Observations
- Incidents (even minor)
- Near misses
- Hazards identified
-
Photos
- Progress photos
- Conditions before work
- Any issues documented
Common Daily Report Mistakes
❌ "Work progressed normally" — Too vague, useless in disputes
❌ Missing weather — Critical for delay claims
❌ No manpower counts — Can't support labor claims
❌ Written days later — Loses credibility as contemporaneous record
❌ No photos — Photos are your best evidence
Best Practices
Write It Same Day
Complete your report before leaving the site. Memory fades quickly, and "same day" reports carry more weight legally.
Be Specific, Not Vague
| Bad | Good |
|---|---|
| "Installed drywall" | "Installed 1,200 SF drywall, Level 2, Grid A-D" |
| "Worked on electrical" | "Pulled wire in 3rd floor conduit, 60% complete" |
| "Rain delay" | "Rain started 10:15am, 0.5", stopped work until 1:30pm" |
Document Issues Objectively
State facts, not opinions:
- ✅ "Concrete truck arrived 2 hours late, crew waited"
- ❌ "Concrete company is terrible and always late"
Include Photo References
Reference photo numbers in your narrative: "See photos 1-5 showing water infiltration at Grid B-3"
Digital vs. Paper Reports
Paper Reports
- ✅ Simple, no tech required
- ❌ Hard to share, search, or backup
- ❌ Illegible handwriting issues
- ❌ Easy to lose or damage
Digital Reports
- ✅ Searchable and backed up
- ✅ Photos attached automatically
- ✅ GPS and timestamps
- ✅ Easy to share with stakeholders
- ❌ Requires device and training
Modern apps like BLDR Pro let your superintendent complete daily reports from their phone in 5-10 minutes, with automatic photo attachment and weather data.
Who Should Complete Daily Reports?
- Superintendent — Overall project daily report
- Foremen — Trade-specific reports (optional but valuable)
- Safety Manager — Safety-specific observations
Retention Requirements
Keep daily reports for the life of the project plus:
- 6 years minimum for most commercial projects
- 10+ years if there's any potential for claims
- Permanently if there are latent defect concerns
Integration with Other Documents
Daily reports should cross-reference:
- RFIs — "Waiting on RFI #45 response for electrical routing"
- Change Orders — "Performed extra work per CO #12"
- Schedules — "Concrete pour per 3-week lookahead"
- Safety — "Toolbox talk: Fall Protection"
Get Started
Free Template: Download our daily report template to use immediately.
Go Digital: BLDR Pro includes mobile daily reporting with automatic weather, GPS timestamps, and photo organization — all with offline support for jobsites without cell service.