Site Adminsite adminqualitycontract
Daily site report
Create the official daily record of weather, labour, work completed, inspections, delays, safety, photos, and next-day planning.
When to use it
Every site day, including days where rain, waiting time, or no access affects work.
Who fills it out
Construction manager or site supervisor
Who signs it
Construction manager/site supervisor; project manager where required
| Field | What goes in this section | Example |
|---|
| Project | Enter the exact project-specific information. If the value is technical, contractual, or compliance-related, copy it from the consented drawings, specification, contract, council record, subcontractor document, or manufacturer instruction. | Use clear, factual wording and attach evidence where possible. |
| Date | Enter the exact project-specific information. If the value is technical, contractual, or compliance-related, copy it from the consented drawings, specification, contract, council record, subcontractor document, or manufacturer instruction. | 4 July 2026 |
| Weather | Enter the exact project-specific information. If the value is technical, contractual, or compliance-related, copy it from the consented drawings, specification, contract, council record, subcontractor document, or manufacturer instruction. | Use clear, factual wording and attach evidence where possible. |
| Trade headcounts | Enter the exact project-specific information. If the value is technical, contractual, or compliance-related, copy it from the consented drawings, specification, contract, council record, subcontractor document, or manufacturer instruction. | Use clear, factual wording and attach evidence where possible. |
| Work completed by area | Enter the exact project-specific information. If the value is technical, contractual, or compliance-related, copy it from the consented drawings, specification, contract, council record, subcontractor document, or manufacturer instruction. | Use clear, factual wording and attach evidence where possible. |
| Deliveries | Enter the exact project-specific information. If the value is technical, contractual, or compliance-related, copy it from the consented drawings, specification, contract, council record, subcontractor document, or manufacturer instruction. | Use clear, factual wording and attach evidence where possible. |
| Inspections booked/passed/failed | Enter the exact project-specific information. If the value is technical, contractual, or compliance-related, copy it from the consented drawings, specification, contract, council record, subcontractor document, or manufacturer instruction. | Use clear, factual wording and attach evidence where possible. |
| Photos before cover-up | Enter the exact project-specific information. If the value is technical, contractual, or compliance-related, copy it from the consented drawings, specification, contract, council record, subcontractor document, or manufacturer instruction. | Use clear, factual wording and attach evidence where possible. |
| RFIs/variations/delays | Enter the exact project-specific information. If the value is technical, contractual, or compliance-related, copy it from the consented drawings, specification, contract, council record, subcontractor document, or manufacturer instruction. | Use clear, factual wording and attach evidence where possible. |
| Safety events | Enter the exact project-specific information. If the value is technical, contractual, or compliance-related, copy it from the consented drawings, specification, contract, council record, subcontractor document, or manufacturer instruction. | Use clear, factual wording and attach evidence where possible. |
| Tomorrow lookahead | Enter the exact project-specific information. If the value is technical, contractual, or compliance-related, copy it from the consented drawings, specification, contract, council record, subcontractor document, or manufacturer instruction. | Use clear, factual wording and attach evidence where possible. |
Evidence to attach
- Daily photos
- Delivery dockets
- Inspection results
- Weather screenshots
- Marked-up drawings
Common mistakes
- Writing vague notes such as 'all good' without location, drawing reference, trade, or evidence.
- Leaving signature, date, revision, or responsible-person fields blank.
- Filing the form in only one person's phone instead of the project record.
- Using the form to approve a technical change without an RFI, designer/engineer instruction, minor variation, amendment, or contract approval where required.
Where to store it
Store in the project document system under the matching folder: safety, quality, contract, council/CCC, handover, or site administration. Keep photos with the same date and location reference.
Site Adminsite admincontract
Site diary
Keep a chronological narrative of important site events, conversations, instructions, and blockers.
When to use it
Use alongside the daily report when detail or context is needed.
Who fills it out
Construction manager
Who signs it
Construction manager
| Field | What goes in this section | Example |
|---|
| Date | Enter the exact project-specific information. If the value is technical, contractual, or compliance-related, copy it from the consented drawings, specification, contract, council record, subcontractor document, or manufacturer instruction. | 4 July 2026 |
| People spoken to | Enter the exact project-specific information. If the value is technical, contractual, or compliance-related, copy it from the consented drawings, specification, contract, council record, subcontractor document, or manufacturer instruction. | Use clear, factual wording and attach evidence where possible. |
| Instruction/decision | Enter the exact project-specific information. If the value is technical, contractual, or compliance-related, copy it from the consented drawings, specification, contract, council record, subcontractor document, or manufacturer instruction. | Use clear, factual wording and attach evidence where possible. |
| Document reference | Enter the exact project-specific information. If the value is technical, contractual, or compliance-related, copy it from the consented drawings, specification, contract, council record, subcontractor document, or manufacturer instruction. | Use clear, factual wording and attach evidence where possible. |
| Impact | Enter the exact project-specific information. If the value is technical, contractual, or compliance-related, copy it from the consented drawings, specification, contract, council record, subcontractor document, or manufacturer instruction. | Use clear, factual wording and attach evidence where possible. |
| Follow-up action | Enter the exact project-specific information. If the value is technical, contractual, or compliance-related, copy it from the consented drawings, specification, contract, council record, subcontractor document, or manufacturer instruction. | Use clear, factual wording and attach evidence where possible. |
Evidence to attach
- Emails
- Photos
- Meeting notes
- RFIs
Common mistakes
- Writing vague notes such as 'all good' without location, drawing reference, trade, or evidence.
- Leaving signature, date, revision, or responsible-person fields blank.
- Filing the form in only one person's phone instead of the project record.
- Using the form to approve a technical change without an RFI, designer/engineer instruction, minor variation, amendment, or contract approval where required.
Where to store it
Store in the project document system under the matching folder: safety, quality, contract, council/CCC, handover, or site administration. Keep photos with the same date and location reference.
Site Adminsite adminqualitysafety
Pre-start meeting checklist
Brief the project team before physical work starts.
When to use it
Before site establishment or before a major trade package starts.
Who fills it out
Construction manager/project manager
Who signs it
Builder, construction manager, key subcontractor
| Field | What goes in this section | Example |
|---|
| Project details | Enter the exact project-specific information. If the value is technical, contractual, or compliance-related, copy it from the consented drawings, specification, contract, council record, subcontractor document, or manufacturer instruction. | Use clear, factual wording and attach evidence where possible. |
| Scope | Enter the exact project-specific information. If the value is technical, contractual, or compliance-related, copy it from the consented drawings, specification, contract, council record, subcontractor document, or manufacturer instruction. | Use clear, factual wording and attach evidence where possible. |
| Programme | Enter the exact project-specific information. If the value is technical, contractual, or compliance-related, copy it from the consented drawings, specification, contract, council record, subcontractor document, or manufacturer instruction. | Use clear, factual wording and attach evidence where possible. |
| Consent conditions | Enter the exact project-specific information. If the value is technical, contractual, or compliance-related, copy it from the consented drawings, specification, contract, council record, subcontractor document, or manufacturer instruction. | Use clear, factual wording and attach evidence where possible. |
| H&S controls | Enter the exact project-specific information. If the value is technical, contractual, or compliance-related, copy it from the consented drawings, specification, contract, council record, subcontractor document, or manufacturer instruction. | Use clear, factual wording and attach evidence where possible. |
| Quality hold points | Enter the exact project-specific information. If the value is technical, contractual, or compliance-related, copy it from the consented drawings, specification, contract, council record, subcontractor document, or manufacturer instruction. | Use clear, factual wording and attach evidence where possible. |
| Inspections | Enter the exact project-specific information. If the value is technical, contractual, or compliance-related, copy it from the consented drawings, specification, contract, council record, subcontractor document, or manufacturer instruction. | Use clear, factual wording and attach evidence where possible. |
| Communication rules | Enter the exact project-specific information. If the value is technical, contractual, or compliance-related, copy it from the consented drawings, specification, contract, council record, subcontractor document, or manufacturer instruction. | Use clear, factual wording and attach evidence where possible. |
Evidence to attach
- Attendance record
- Programme
- Consent summary
Common mistakes
- Writing vague notes such as 'all good' without location, drawing reference, trade, or evidence.
- Leaving signature, date, revision, or responsible-person fields blank.
- Filing the form in only one person's phone instead of the project record.
- Using the form to approve a technical change without an RFI, designer/engineer instruction, minor variation, amendment, or contract approval where required.
Where to store it
Store in the project document system under the matching folder: safety, quality, contract, council/CCC, handover, or site administration. Keep photos with the same date and location reference.
Safetysafety
Toolbox talk form
Record a short focused safety discussion with workers.
When to use it
Before high-risk tasks, after incidents, after weather changes, or weekly as planned.
Who fills it out
Site supervisor or trade supervisor
Who signs it
Presenter and attendees
| Field | What goes in this section | Example |
|---|
| Topic | Enter the exact project-specific information. If the value is technical, contractual, or compliance-related, copy it from the consented drawings, specification, contract, council record, subcontractor document, or manufacturer instruction. | Use clear, factual wording and attach evidence where possible. |
| Hazards | Enter the exact project-specific information. If the value is technical, contractual, or compliance-related, copy it from the consented drawings, specification, contract, council record, subcontractor document, or manufacturer instruction. | Use clear, factual wording and attach evidence where possible. |
| Controls | Enter the exact project-specific information. If the value is technical, contractual, or compliance-related, copy it from the consented drawings, specification, contract, council record, subcontractor document, or manufacturer instruction. | Use clear, factual wording and attach evidence where possible. |
| Worker questions | Enter the exact project-specific information. If the value is technical, contractual, or compliance-related, copy it from the consented drawings, specification, contract, council record, subcontractor document, or manufacturer instruction. | Use clear, factual wording and attach evidence where possible. |
| Attendance | Enter the exact project-specific information. If the value is technical, contractual, or compliance-related, copy it from the consented drawings, specification, contract, council record, subcontractor document, or manufacturer instruction. | Use clear, factual wording and attach evidence where possible. |
| Actions | Enter the exact project-specific information. If the value is technical, contractual, or compliance-related, copy it from the consented drawings, specification, contract, council record, subcontractor document, or manufacturer instruction. | Reinspect before lining; owner: ABC Plumbing; due: tomorrow 10:00 |
Evidence to attach
- Photos of hazard
- Task analysis
- Attendance signatures
Common mistakes
- Writing vague notes such as 'all good' without location, drawing reference, trade, or evidence.
- Leaving signature, date, revision, or responsible-person fields blank.
- Filing the form in only one person's phone instead of the project record.
- Using the form to approve a technical change without an RFI, designer/engineer instruction, minor variation, amendment, or contract approval where required.
Where to store it
Store in the project document system under the matching folder: safety, quality, contract, council/CCC, handover, or site administration. Keep photos with the same date and location reference.
Safetysafetysite admin
Site induction form
Confirm workers and visitors understand site rules, hazards, emergency plan, PPE, and reporting process.
When to use it
Before a person starts work or regularly visits the site.
Who fills it out
Site supervisor
Who signs it
Inductee and supervisor
| Field | What goes in this section | Example |
|---|
| Person/company | Enter the exact project-specific information. If the value is technical, contractual, or compliance-related, copy it from the consented drawings, specification, contract, council record, subcontractor document, or manufacturer instruction. | Use clear, factual wording and attach evidence where possible. |
| Role | Enter the exact project-specific information. If the value is technical, contractual, or compliance-related, copy it from the consented drawings, specification, contract, council record, subcontractor document, or manufacturer instruction. | Use clear, factual wording and attach evidence where possible. |
| Emergency info | Enter the exact project-specific information. If the value is technical, contractual, or compliance-related, copy it from the consented drawings, specification, contract, council record, subcontractor document, or manufacturer instruction. | Use clear, factual wording and attach evidence where possible. |
| Site hazards | Enter the exact project-specific information. If the value is technical, contractual, or compliance-related, copy it from the consented drawings, specification, contract, council record, subcontractor document, or manufacturer instruction. | Use clear, factual wording and attach evidence where possible. |
| PPE | Enter the exact project-specific information. If the value is technical, contractual, or compliance-related, copy it from the consented drawings, specification, contract, council record, subcontractor document, or manufacturer instruction. | Use clear, factual wording and attach evidence where possible. |
| Restricted areas | Enter the exact project-specific information. If the value is technical, contractual, or compliance-related, copy it from the consented drawings, specification, contract, council record, subcontractor document, or manufacturer instruction. | Use clear, factual wording and attach evidence where possible. |
| Acknowledgement | Enter the exact project-specific information. If the value is technical, contractual, or compliance-related, copy it from the consented drawings, specification, contract, council record, subcontractor document, or manufacturer instruction. | Use clear, factual wording and attach evidence where possible. |
Evidence to attach
- ID/licence where required
- Training/licence evidence
Common mistakes
- Writing vague notes such as 'all good' without location, drawing reference, trade, or evidence.
- Leaving signature, date, revision, or responsible-person fields blank.
- Filing the form in only one person's phone instead of the project record.
- Using the form to approve a technical change without an RFI, designer/engineer instruction, minor variation, amendment, or contract approval where required.
Where to store it
Store in the project document system under the matching folder: safety, quality, contract, council/CCC, handover, or site administration. Keep photos with the same date and location reference.
Safetysafetysite admin
Visitor sign-in register
Track who is on site for safety, emergency, and access control.
When to use it
Every visit by non-regular workers, client, consultant, supplier, inspector, or visitor.
Who fills it out
Visitor or site supervisor
| Field | What goes in this section | Example |
|---|
| Name | Enter the exact project-specific information. If the value is technical, contractual, or compliance-related, copy it from the consented drawings, specification, contract, council record, subcontractor document, or manufacturer instruction. | Use clear, factual wording and attach evidence where possible. |
| Company | Enter the exact project-specific information. If the value is technical, contractual, or compliance-related, copy it from the consented drawings, specification, contract, council record, subcontractor document, or manufacturer instruction. | Use clear, factual wording and attach evidence where possible. |
| Time in/out | Enter the exact project-specific information. If the value is technical, contractual, or compliance-related, copy it from the consented drawings, specification, contract, council record, subcontractor document, or manufacturer instruction. | Use clear, factual wording and attach evidence where possible. |
| Reason for visit | Enter the exact project-specific information. If the value is technical, contractual, or compliance-related, copy it from the consented drawings, specification, contract, council record, subcontractor document, or manufacturer instruction. | Use clear, factual wording and attach evidence where possible. |
| Host | Enter the exact project-specific information. If the value is technical, contractual, or compliance-related, copy it from the consented drawings, specification, contract, council record, subcontractor document, or manufacturer instruction. | Use clear, factual wording and attach evidence where possible. |
| Induction status | Enter the exact project-specific information. If the value is technical, contractual, or compliance-related, copy it from the consented drawings, specification, contract, council record, subcontractor document, or manufacturer instruction. | Use clear, factual wording and attach evidence where possible. |
Evidence to attach
- Visitor induction note
- Photo if issue occurs
Common mistakes
- Writing vague notes such as 'all good' without location, drawing reference, trade, or evidence.
- Leaving signature, date, revision, or responsible-person fields blank.
- Filing the form in only one person's phone instead of the project record.
- Using the form to approve a technical change without an RFI, designer/engineer instruction, minor variation, amendment, or contract approval where required.
Where to store it
Store in the project document system under the matching folder: safety, quality, contract, council/CCC, handover, or site administration. Keep photos with the same date and location reference.
Safetysafety
Hazard register
List site hazards, risk controls, owners, review dates, and close-out evidence.
When to use it
From site setup until handover; update whenever conditions change.
Who fills it out
Construction manager/site supervisor
Who signs it
Site supervisor/H&S lead
| Field | What goes in this section | Example |
|---|
| Hazard | Enter the exact project-specific information. If the value is technical, contractual, or compliance-related, copy it from the consented drawings, specification, contract, council record, subcontractor document, or manufacturer instruction. | Use clear, factual wording and attach evidence where possible. |
| Location | Enter the exact project-specific information. If the value is technical, contractual, or compliance-related, copy it from the consented drawings, specification, contract, council record, subcontractor document, or manufacturer instruction. | Lot 2, Level 1 bathroom / grid B3 |
| Risk | Enter the exact project-specific information. If the value is technical, contractual, or compliance-related, copy it from the consented drawings, specification, contract, council record, subcontractor document, or manufacturer instruction. | Use clear, factual wording and attach evidence where possible. |
| Controls | Enter the exact project-specific information. If the value is technical, contractual, or compliance-related, copy it from the consented drawings, specification, contract, council record, subcontractor document, or manufacturer instruction. | Use clear, factual wording and attach evidence where possible. |
| Owner | Enter the exact project-specific information. If the value is technical, contractual, or compliance-related, copy it from the consented drawings, specification, contract, council record, subcontractor document, or manufacturer instruction. | Use clear, factual wording and attach evidence where possible. |
| Review date | Enter the exact project-specific information. If the value is technical, contractual, or compliance-related, copy it from the consented drawings, specification, contract, council record, subcontractor document, or manufacturer instruction. | Use clear, factual wording and attach evidence where possible. |
| Status | Enter the exact project-specific information. If the value is technical, contractual, or compliance-related, copy it from the consented drawings, specification, contract, council record, subcontractor document, or manufacturer instruction. | Use clear, factual wording and attach evidence where possible. |
Evidence to attach
- Photos
- Toolbox talks
- Corrective actions
Common mistakes
- Writing vague notes such as 'all good' without location, drawing reference, trade, or evidence.
- Leaving signature, date, revision, or responsible-person fields blank.
- Filing the form in only one person's phone instead of the project record.
- Using the form to approve a technical change without an RFI, designer/engineer instruction, minor variation, amendment, or contract approval where required.
Where to store it
Store in the project document system under the matching folder: safety, quality, contract, council/CCC, handover, or site administration. Keep photos with the same date and location reference.
Safetysafety
Risk assessment
Assess activity risk and select suitable controls before work starts.
When to use it
Before new/high-risk tasks or changed conditions.
Who fills it out
Trade supervisor or site supervisor
Who signs it
Supervisor and workers involved
| Field | What goes in this section | Example |
|---|
| Task | Enter the exact project-specific information. If the value is technical, contractual, or compliance-related, copy it from the consented drawings, specification, contract, council record, subcontractor document, or manufacturer instruction. | Use clear, factual wording and attach evidence where possible. |
| Hazards | Enter the exact project-specific information. If the value is technical, contractual, or compliance-related, copy it from the consented drawings, specification, contract, council record, subcontractor document, or manufacturer instruction. | Use clear, factual wording and attach evidence where possible. |
| Initial risk | Enter the exact project-specific information. If the value is technical, contractual, or compliance-related, copy it from the consented drawings, specification, contract, council record, subcontractor document, or manufacturer instruction. | Use clear, factual wording and attach evidence where possible. |
| Controls | Enter the exact project-specific information. If the value is technical, contractual, or compliance-related, copy it from the consented drawings, specification, contract, council record, subcontractor document, or manufacturer instruction. | Use clear, factual wording and attach evidence where possible. |
| Residual risk | Enter the exact project-specific information. If the value is technical, contractual, or compliance-related, copy it from the consented drawings, specification, contract, council record, subcontractor document, or manufacturer instruction. | Use clear, factual wording and attach evidence where possible. |
| Emergency plan | Enter the exact project-specific information. If the value is technical, contractual, or compliance-related, copy it from the consented drawings, specification, contract, council record, subcontractor document, or manufacturer instruction. | Use clear, factual wording and attach evidence where possible. |
Evidence to attach
- Method statement
- Worker consultation notes
Common mistakes
- Writing vague notes such as 'all good' without location, drawing reference, trade, or evidence.
- Leaving signature, date, revision, or responsible-person fields blank.
- Filing the form in only one person's phone instead of the project record.
- Using the form to approve a technical change without an RFI, designer/engineer instruction, minor variation, amendment, or contract approval where required.
Where to store it
Store in the project document system under the matching folder: safety, quality, contract, council/CCC, handover, or site administration. Keep photos with the same date and location reference.
Safetysafety
Job safety analysis
Break a task into steps, hazards, controls, and responsibilities.
When to use it
Before specific construction tasks such as excavation, roofing, scaffold work, hot works, or plant operations.
Who fills it out
Trade supervisor
Who signs it
Workers completing the task
| Field | What goes in this section | Example |
|---|
| Task step | Enter the exact project-specific information. If the value is technical, contractual, or compliance-related, copy it from the consented drawings, specification, contract, council record, subcontractor document, or manufacturer instruction. | Use clear, factual wording and attach evidence where possible. |
| Hazard | Enter the exact project-specific information. If the value is technical, contractual, or compliance-related, copy it from the consented drawings, specification, contract, council record, subcontractor document, or manufacturer instruction. | Use clear, factual wording and attach evidence where possible. |
| Control | Enter the exact project-specific information. If the value is technical, contractual, or compliance-related, copy it from the consented drawings, specification, contract, council record, subcontractor document, or manufacturer instruction. | Use clear, factual wording and attach evidence where possible. |
| Responsible person | Enter the exact project-specific information. If the value is technical, contractual, or compliance-related, copy it from the consented drawings, specification, contract, council record, subcontractor document, or manufacturer instruction. | Use clear, factual wording and attach evidence where possible. |
| Plant/PPE | Enter the exact project-specific information. If the value is technical, contractual, or compliance-related, copy it from the consented drawings, specification, contract, council record, subcontractor document, or manufacturer instruction. | Use clear, factual wording and attach evidence where possible. |
| Sign-off | Enter the exact project-specific information. If the value is technical, contractual, or compliance-related, copy it from the consented drawings, specification, contract, council record, subcontractor document, or manufacturer instruction. | Use clear, factual wording and attach evidence where possible. |
Evidence to attach
- Toolbox talk
- Permits
- Photos of controls
Common mistakes
- Writing vague notes such as 'all good' without location, drawing reference, trade, or evidence.
- Leaving signature, date, revision, or responsible-person fields blank.
- Filing the form in only one person's phone instead of the project record.
- Using the form to approve a technical change without an RFI, designer/engineer instruction, minor variation, amendment, or contract approval where required.
Where to store it
Store in the project document system under the matching folder: safety, quality, contract, council/CCC, handover, or site administration. Keep photos with the same date and location reference.
Safetysafety
SWMS / task analysis
Record safe work method controls for high-risk or complex tasks.
When to use it
When the builder, client, or trade requires a formal task method statement.
Who fills it out
Subcontractor/trade supervisor
Who signs it
Subcontractor representative and site supervisor
| Field | What goes in this section | Example |
|---|
| Scope | Enter the exact project-specific information. If the value is technical, contractual, or compliance-related, copy it from the consented drawings, specification, contract, council record, subcontractor document, or manufacturer instruction. | Use clear, factual wording and attach evidence where possible. |
| Sequence | Enter the exact project-specific information. If the value is technical, contractual, or compliance-related, copy it from the consented drawings, specification, contract, council record, subcontractor document, or manufacturer instruction. | Use clear, factual wording and attach evidence where possible. |
| Hazards | Enter the exact project-specific information. If the value is technical, contractual, or compliance-related, copy it from the consented drawings, specification, contract, council record, subcontractor document, or manufacturer instruction. | Use clear, factual wording and attach evidence where possible. |
| Controls | Enter the exact project-specific information. If the value is technical, contractual, or compliance-related, copy it from the consented drawings, specification, contract, council record, subcontractor document, or manufacturer instruction. | Use clear, factual wording and attach evidence where possible. |
| Training | Enter the exact project-specific information. If the value is technical, contractual, or compliance-related, copy it from the consented drawings, specification, contract, council record, subcontractor document, or manufacturer instruction. | Use clear, factual wording and attach evidence where possible. |
| Emergency response | Enter the exact project-specific information. If the value is technical, contractual, or compliance-related, copy it from the consented drawings, specification, contract, council record, subcontractor document, or manufacturer instruction. | Use clear, factual wording and attach evidence where possible. |
| Review | Enter the exact project-specific information. If the value is technical, contractual, or compliance-related, copy it from the consented drawings, specification, contract, council record, subcontractor document, or manufacturer instruction. | Use clear, factual wording and attach evidence where possible. |
Evidence to attach
- Licences
- Permits
- Plant checks
- Worker sign-on
Common mistakes
- Writing vague notes such as 'all good' without location, drawing reference, trade, or evidence.
- Leaving signature, date, revision, or responsible-person fields blank.
- Filing the form in only one person's phone instead of the project record.
- Using the form to approve a technical change without an RFI, designer/engineer instruction, minor variation, amendment, or contract approval where required.
Where to store it
Store in the project document system under the matching folder: safety, quality, contract, council/CCC, handover, or site administration. Keep photos with the same date and location reference.
Safetysafetycontract
Incident report
Record an event that caused harm, damage, loss, or serious risk.
When to use it
Immediately after the site is made safe.
Who fills it out
Site supervisor/H&S lead
Who signs it
Supervisor and affected person/witnesses where appropriate
| Field | What goes in this section | Example |
|---|
| Incident details | Enter the exact project-specific information. If the value is technical, contractual, or compliance-related, copy it from the consented drawings, specification, contract, council record, subcontractor document, or manufacturer instruction. | Use clear, factual wording and attach evidence where possible. |
| Injured/damaged item | Enter the exact project-specific information. If the value is technical, contractual, or compliance-related, copy it from the consented drawings, specification, contract, council record, subcontractor document, or manufacturer instruction. | Use clear, factual wording and attach evidence where possible. |
| Immediate action | Enter the exact project-specific information. If the value is technical, contractual, or compliance-related, copy it from the consented drawings, specification, contract, council record, subcontractor document, or manufacturer instruction. | Use clear, factual wording and attach evidence where possible. |
| Witnesses | Enter the exact project-specific information. If the value is technical, contractual, or compliance-related, copy it from the consented drawings, specification, contract, council record, subcontractor document, or manufacturer instruction. | Use clear, factual wording and attach evidence where possible. |
| Root cause | Enter the exact project-specific information. If the value is technical, contractual, or compliance-related, copy it from the consented drawings, specification, contract, council record, subcontractor document, or manufacturer instruction. | Use clear, factual wording and attach evidence where possible. |
| Corrective actions | Enter the exact project-specific information. If the value is technical, contractual, or compliance-related, copy it from the consented drawings, specification, contract, council record, subcontractor document, or manufacturer instruction. | Use clear, factual wording and attach evidence where possible. |
Evidence to attach
- Photos
- Witness statements
- Medical/repair records
Common mistakes
- Writing vague notes such as 'all good' without location, drawing reference, trade, or evidence.
- Leaving signature, date, revision, or responsible-person fields blank.
- Filing the form in only one person's phone instead of the project record.
- Using the form to approve a technical change without an RFI, designer/engineer instruction, minor variation, amendment, or contract approval where required.
Where to store it
Store in the project document system under the matching folder: safety, quality, contract, council/CCC, handover, or site administration. Keep photos with the same date and location reference.
Safetysafety
Near-miss report
Record an event that could have caused harm or damage.
When to use it
As soon as a near miss is identified.
Who fills it out
Any worker or supervisor
Who signs it
Site supervisor/H&S lead
| Field | What goes in this section | Example |
|---|
| Date/location | Enter the exact project-specific information. If the value is technical, contractual, or compliance-related, copy it from the consented drawings, specification, contract, council record, subcontractor document, or manufacturer instruction. | 4 July 2026 |
| What happened | Enter the exact project-specific information. If the value is technical, contractual, or compliance-related, copy it from the consented drawings, specification, contract, council record, subcontractor document, or manufacturer instruction. | Use clear, factual wording and attach evidence where possible. |
| Potential harm | Enter the exact project-specific information. If the value is technical, contractual, or compliance-related, copy it from the consented drawings, specification, contract, council record, subcontractor document, or manufacturer instruction. | Use clear, factual wording and attach evidence where possible. |
| Causes | Enter the exact project-specific information. If the value is technical, contractual, or compliance-related, copy it from the consented drawings, specification, contract, council record, subcontractor document, or manufacturer instruction. | Use clear, factual wording and attach evidence where possible. |
| Controls | Enter the exact project-specific information. If the value is technical, contractual, or compliance-related, copy it from the consented drawings, specification, contract, council record, subcontractor document, or manufacturer instruction. | Use clear, factual wording and attach evidence where possible. |
| Action owner | Enter the exact project-specific information. If the value is technical, contractual, or compliance-related, copy it from the consented drawings, specification, contract, council record, subcontractor document, or manufacturer instruction. | Reinspect before lining; owner: ABC Plumbing; due: tomorrow 10:00 |
Evidence to attach
- Photos
- Toolbox talk record
Common mistakes
- Writing vague notes such as 'all good' without location, drawing reference, trade, or evidence.
- Leaving signature, date, revision, or responsible-person fields blank.
- Filing the form in only one person's phone instead of the project record.
- Using the form to approve a technical change without an RFI, designer/engineer instruction, minor variation, amendment, or contract approval where required.
Where to store it
Store in the project document system under the matching folder: safety, quality, contract, council/CCC, handover, or site administration. Keep photos with the same date and location reference.
Safetysafety
Injury report
Record injury details and follow-up care/actions.
When to use it
Immediately after first aid/emergency response.
Who fills it out
Site supervisor/H&S lead
Who signs it
Supervisor and injured person where appropriate
| Field | What goes in this section | Example |
|---|
| Person | Enter the exact project-specific information. If the value is technical, contractual, or compliance-related, copy it from the consented drawings, specification, contract, council record, subcontractor document, or manufacturer instruction. | Use clear, factual wording and attach evidence where possible. |
| Injury | Enter the exact project-specific information. If the value is technical, contractual, or compliance-related, copy it from the consented drawings, specification, contract, council record, subcontractor document, or manufacturer instruction. | Use clear, factual wording and attach evidence where possible. |
| First aid/treatment | Enter the exact project-specific information. If the value is technical, contractual, or compliance-related, copy it from the consented drawings, specification, contract, council record, subcontractor document, or manufacturer instruction. | Use clear, factual wording and attach evidence where possible. |
| Cause | Enter the exact project-specific information. If the value is technical, contractual, or compliance-related, copy it from the consented drawings, specification, contract, council record, subcontractor document, or manufacturer instruction. | Use clear, factual wording and attach evidence where possible. |
| Witnesses | Enter the exact project-specific information. If the value is technical, contractual, or compliance-related, copy it from the consented drawings, specification, contract, council record, subcontractor document, or manufacturer instruction. | Use clear, factual wording and attach evidence where possible. |
| Return-to-work notes | Enter the exact project-specific information. If the value is technical, contractual, or compliance-related, copy it from the consented drawings, specification, contract, council record, subcontractor document, or manufacturer instruction. | Use clear, factual wording and attach evidence where possible. |
Evidence to attach
- First aid record
- Photos
- Incident report
Common mistakes
- Writing vague notes such as 'all good' without location, drawing reference, trade, or evidence.
- Leaving signature, date, revision, or responsible-person fields blank.
- Filing the form in only one person's phone instead of the project record.
- Using the form to approve a technical change without an RFI, designer/engineer instruction, minor variation, amendment, or contract approval where required.
Where to store it
Store in the project document system under the matching folder: safety, quality, contract, council/CCC, handover, or site administration. Keep photos with the same date and location reference.
Safetysafety
Plant and equipment checklist
Confirm plant/equipment is suitable, inspected, and safe before use.
When to use it
Before plant arrives, starts work, or after changes/repairs.
Who fills it out
Operator or site supervisor
Who signs it
Operator/supervisor
| Field | What goes in this section | Example |
|---|
| Equipment | Enter the exact project-specific information. If the value is technical, contractual, or compliance-related, copy it from the consented drawings, specification, contract, council record, subcontractor document, or manufacturer instruction. | Use clear, factual wording and attach evidence where possible. |
| Operator | Enter the exact project-specific information. If the value is technical, contractual, or compliance-related, copy it from the consented drawings, specification, contract, council record, subcontractor document, or manufacturer instruction. | Use clear, factual wording and attach evidence where possible. |
| Inspection items | Enter the exact project-specific information. If the value is technical, contractual, or compliance-related, copy it from the consented drawings, specification, contract, council record, subcontractor document, or manufacturer instruction. | Use clear, factual wording and attach evidence where possible. |
| Defects | Enter the exact project-specific information. If the value is technical, contractual, or compliance-related, copy it from the consented drawings, specification, contract, council record, subcontractor document, or manufacturer instruction. | Use clear, factual wording and attach evidence where possible. |
| Controls | Enter the exact project-specific information. If the value is technical, contractual, or compliance-related, copy it from the consented drawings, specification, contract, council record, subcontractor document, or manufacturer instruction. | Use clear, factual wording and attach evidence where possible. |
| Service/licence evidence | Enter the exact project-specific information. If the value is technical, contractual, or compliance-related, copy it from the consented drawings, specification, contract, council record, subcontractor document, or manufacturer instruction. | Use clear, factual wording and attach evidence where possible. |
Evidence to attach
- Photos
- Pre-start records
- Licences
Common mistakes
- Writing vague notes such as 'all good' without location, drawing reference, trade, or evidence.
- Leaving signature, date, revision, or responsible-person fields blank.
- Filing the form in only one person's phone instead of the project record.
- Using the form to approve a technical change without an RFI, designer/engineer instruction, minor variation, amendment, or contract approval where required.
Where to store it
Store in the project document system under the matching folder: safety, quality, contract, council/CCC, handover, or site administration. Keep photos with the same date and location reference.
Safetysafety
Scaffold inspection checklist
Track scaffold readiness, tags, access, edge protection, loading, and alterations.
When to use it
Before use, after alteration, severe weather, or as required by site plan.
Who fills it out
Competent scaffold person/site supervisor
Who signs it
Scaffolder or competent inspector
| Field | What goes in this section | Example |
|---|
| Location | Enter the exact project-specific information. If the value is technical, contractual, or compliance-related, copy it from the consented drawings, specification, contract, council record, subcontractor document, or manufacturer instruction. | Lot 2, Level 1 bathroom / grid B3 |
| Tag/status | Enter the exact project-specific information. If the value is technical, contractual, or compliance-related, copy it from the consented drawings, specification, contract, council record, subcontractor document, or manufacturer instruction. | Use clear, factual wording and attach evidence where possible. |
| Access | Enter the exact project-specific information. If the value is technical, contractual, or compliance-related, copy it from the consented drawings, specification, contract, council record, subcontractor document, or manufacturer instruction. | Use clear, factual wording and attach evidence where possible. |
| Edge protection | Enter the exact project-specific information. If the value is technical, contractual, or compliance-related, copy it from the consented drawings, specification, contract, council record, subcontractor document, or manufacturer instruction. | Use clear, factual wording and attach evidence where possible. |
| Ties/bracing | Enter the exact project-specific information. If the value is technical, contractual, or compliance-related, copy it from the consented drawings, specification, contract, council record, subcontractor document, or manufacturer instruction. | Use clear, factual wording and attach evidence where possible. |
| Decks | Enter the exact project-specific information. If the value is technical, contractual, or compliance-related, copy it from the consented drawings, specification, contract, council record, subcontractor document, or manufacturer instruction. | Use clear, factual wording and attach evidence where possible. |
| Defects | Enter the exact project-specific information. If the value is technical, contractual, or compliance-related, copy it from the consented drawings, specification, contract, council record, subcontractor document, or manufacturer instruction. | Use clear, factual wording and attach evidence where possible. |
Evidence to attach
- Handover certificate
- Photos
- Alteration records
Common mistakes
- Writing vague notes such as 'all good' without location, drawing reference, trade, or evidence.
- Leaving signature, date, revision, or responsible-person fields blank.
- Filing the form in only one person's phone instead of the project record.
- Using the form to approve a technical change without an RFI, designer/engineer instruction, minor variation, amendment, or contract approval where required.
Where to store it
Store in the project document system under the matching folder: safety, quality, contract, council/CCC, handover, or site administration. Keep photos with the same date and location reference.
Safetysafetyquality
Excavation checklist
Check excavation safety, services, ground, access, spoil, water, and protection.
When to use it
Before digging, during excavation, and after rain or changes.
Who fills it out
Site supervisor/earthworks contractor
Who signs it
Supervisor and excavator operator
| Field | What goes in this section | Example |
|---|
| Location | Enter the exact project-specific information. If the value is technical, contractual, or compliance-related, copy it from the consented drawings, specification, contract, council record, subcontractor document, or manufacturer instruction. | Lot 2, Level 1 bathroom / grid B3 |
| Depth | Enter the exact project-specific information. If the value is technical, contractual, or compliance-related, copy it from the consented drawings, specification, contract, council record, subcontractor document, or manufacturer instruction. | Use clear, factual wording and attach evidence where possible. |
| Services | Enter the exact project-specific information. If the value is technical, contractual, or compliance-related, copy it from the consented drawings, specification, contract, council record, subcontractor document, or manufacturer instruction. | Use clear, factual wording and attach evidence where possible. |
| Ground | Enter the exact project-specific information. If the value is technical, contractual, or compliance-related, copy it from the consented drawings, specification, contract, council record, subcontractor document, or manufacturer instruction. | Use clear, factual wording and attach evidence where possible. |
| Battering/shoring | Enter the exact project-specific information. If the value is technical, contractual, or compliance-related, copy it from the consented drawings, specification, contract, council record, subcontractor document, or manufacturer instruction. | Use clear, factual wording and attach evidence where possible. |
| Access | Enter the exact project-specific information. If the value is technical, contractual, or compliance-related, copy it from the consented drawings, specification, contract, council record, subcontractor document, or manufacturer instruction. | Use clear, factual wording and attach evidence where possible. |
| Water | Enter the exact project-specific information. If the value is technical, contractual, or compliance-related, copy it from the consented drawings, specification, contract, council record, subcontractor document, or manufacturer instruction. | Use clear, factual wording and attach evidence where possible. |
| Exclusion zone | Enter the exact project-specific information. If the value is technical, contractual, or compliance-related, copy it from the consented drawings, specification, contract, council record, subcontractor document, or manufacturer instruction. | Use clear, factual wording and attach evidence where possible. |
Evidence to attach
- Service locates
- Photos
- Engineer/geotech notes
Common mistakes
- Writing vague notes such as 'all good' without location, drawing reference, trade, or evidence.
- Leaving signature, date, revision, or responsible-person fields blank.
- Filing the form in only one person's phone instead of the project record.
- Using the form to approve a technical change without an RFI, designer/engineer instruction, minor variation, amendment, or contract approval where required.
Where to store it
Store in the project document system under the matching folder: safety, quality, contract, council/CCC, handover, or site administration. Keep photos with the same date and location reference.
Safetysafetyquality
Temporary works checklist
Record temporary supports, propping, formwork, edge protection, or shoring controls.
When to use it
Before temporary works are loaded or relied on.
Who fills it out
Builder/site supervisor
Who signs it
Responsible temporary works designer/installer where applicable
| Field | What goes in this section | Example |
|---|
| Temporary work item | Enter the exact project-specific information. If the value is technical, contractual, or compliance-related, copy it from the consented drawings, specification, contract, council record, subcontractor document, or manufacturer instruction. | Use clear, factual wording and attach evidence where possible. |
| Design/source | Enter the exact project-specific information. If the value is technical, contractual, or compliance-related, copy it from the consented drawings, specification, contract, council record, subcontractor document, or manufacturer instruction. | Use clear, factual wording and attach evidence where possible. |
| Installer | Enter the exact project-specific information. If the value is technical, contractual, or compliance-related, copy it from the consented drawings, specification, contract, council record, subcontractor document, or manufacturer instruction. | Use clear, factual wording and attach evidence where possible. |
| Inspection | Enter the exact project-specific information. If the value is technical, contractual, or compliance-related, copy it from the consented drawings, specification, contract, council record, subcontractor document, or manufacturer instruction. | Use clear, factual wording and attach evidence where possible. |
| Load limits | Enter the exact project-specific information. If the value is technical, contractual, or compliance-related, copy it from the consented drawings, specification, contract, council record, subcontractor document, or manufacturer instruction. | Use clear, factual wording and attach evidence where possible. |
| Removal rule | Enter the exact project-specific information. If the value is technical, contractual, or compliance-related, copy it from the consented drawings, specification, contract, council record, subcontractor document, or manufacturer instruction. | Use clear, factual wording and attach evidence where possible. |
Evidence to attach
- Engineer/design notes
- Photos
- Inspection records
Common mistakes
- Writing vague notes such as 'all good' without location, drawing reference, trade, or evidence.
- Leaving signature, date, revision, or responsible-person fields blank.
- Filing the form in only one person's phone instead of the project record.
- Using the form to approve a technical change without an RFI, designer/engineer instruction, minor variation, amendment, or contract approval where required.
Where to store it
Store in the project document system under the matching folder: safety, quality, contract, council/CCC, handover, or site administration. Keep photos with the same date and location reference.
Qualityqualitycontract
Material delivery checklist
Check delivered materials match the approved specification and are protected.
When to use it
At every important delivery.
Who fills it out
Construction manager/storeperson/trade
Who signs it
Receiver and supplier/trade if required
| Field | What goes in this section | Example |
|---|
| Product | Enter the exact project-specific information. If the value is technical, contractual, or compliance-related, copy it from the consented drawings, specification, contract, council record, subcontractor document, or manufacturer instruction. | Use clear, factual wording and attach evidence where possible. |
| Quantity | Enter the exact project-specific information. If the value is technical, contractual, or compliance-related, copy it from the consented drawings, specification, contract, council record, subcontractor document, or manufacturer instruction. | Use clear, factual wording and attach evidence where possible. |
| Condition | Enter the exact project-specific information. If the value is technical, contractual, or compliance-related, copy it from the consented drawings, specification, contract, council record, subcontractor document, or manufacturer instruction. | Use clear, factual wording and attach evidence where possible. |
| Specification match | Enter the exact project-specific information. If the value is technical, contractual, or compliance-related, copy it from the consented drawings, specification, contract, council record, subcontractor document, or manufacturer instruction. | Use clear, factual wording and attach evidence where possible. |
| Storage | Enter the exact project-specific information. If the value is technical, contractual, or compliance-related, copy it from the consented drawings, specification, contract, council record, subcontractor document, or manufacturer instruction. | Use clear, factual wording and attach evidence where possible. |
| Docket/photo | Enter the exact project-specific information. If the value is technical, contractual, or compliance-related, copy it from the consented drawings, specification, contract, council record, subcontractor document, or manufacturer instruction. | Use clear, factual wording and attach evidence where possible. |
Evidence to attach
- Delivery dockets
- Product labels
- Photos
Common mistakes
- Writing vague notes such as 'all good' without location, drawing reference, trade, or evidence.
- Leaving signature, date, revision, or responsible-person fields blank.
- Filing the form in only one person's phone instead of the project record.
- Using the form to approve a technical change without an RFI, designer/engineer instruction, minor variation, amendment, or contract approval where required.
Where to store it
Store in the project document system under the matching folder: safety, quality, contract, council/CCC, handover, or site administration. Keep photos with the same date and location reference.
Qualityquality
Concrete pour checklist
Control the concrete pour process from order to finish and curing.
When to use it
On every concrete pour.
Who fills it out
Construction manager/concrete contractor
Who signs it
Concrete contractor and site supervisor
| Field | What goes in this section | Example |
|---|
| Pour location | Enter the exact project-specific information. If the value is technical, contractual, or compliance-related, copy it from the consented drawings, specification, contract, council record, subcontractor document, or manufacturer instruction. | Use clear, factual wording and attach evidence where possible. |
| Mix/order | Enter the exact project-specific information. If the value is technical, contractual, or compliance-related, copy it from the consented drawings, specification, contract, council record, subcontractor document, or manufacturer instruction. | Use clear, factual wording and attach evidence where possible. |
| Weather | Enter the exact project-specific information. If the value is technical, contractual, or compliance-related, copy it from the consented drawings, specification, contract, council record, subcontractor document, or manufacturer instruction. | Use clear, factual wording and attach evidence where possible. |
| Access | Enter the exact project-specific information. If the value is technical, contractual, or compliance-related, copy it from the consented drawings, specification, contract, council record, subcontractor document, or manufacturer instruction. | Use clear, factual wording and attach evidence where possible. |
| Inspection status | Enter the exact project-specific information. If the value is technical, contractual, or compliance-related, copy it from the consented drawings, specification, contract, council record, subcontractor document, or manufacturer instruction. | Use clear, factual wording and attach evidence where possible. |
| Placement | Enter the exact project-specific information. If the value is technical, contractual, or compliance-related, copy it from the consented drawings, specification, contract, council record, subcontractor document, or manufacturer instruction. | Use clear, factual wording and attach evidence where possible. |
| Finish | Enter the exact project-specific information. If the value is technical, contractual, or compliance-related, copy it from the consented drawings, specification, contract, council record, subcontractor document, or manufacturer instruction. | Use clear, factual wording and attach evidence where possible. |
| Curing | Enter the exact project-specific information. If the value is technical, contractual, or compliance-related, copy it from the consented drawings, specification, contract, council record, subcontractor document, or manufacturer instruction. | Use clear, factual wording and attach evidence where possible. |
Evidence to attach
- Dockets
- Photos
- Inspection pass
- Test records
Common mistakes
- Writing vague notes such as 'all good' without location, drawing reference, trade, or evidence.
- Leaving signature, date, revision, or responsible-person fields blank.
- Filing the form in only one person's phone instead of the project record.
- Using the form to approve a technical change without an RFI, designer/engineer instruction, minor variation, amendment, or contract approval where required.
Where to store it
Store in the project document system under the matching folder: safety, quality, contract, council/CCC, handover, or site administration. Keep photos with the same date and location reference.
Qualityqualitycouncil
Pre-pour checklist
Verify all foundation/slab requirements before concrete arrives.
When to use it
Before booking or starting a concrete pour.
Who fills it out
Construction manager/builder
Who signs it
Builder, engineer/council where required
| Field | What goes in this section | Example |
|---|
| Drawings | Enter the exact project-specific information. If the value is technical, contractual, or compliance-related, copy it from the consented drawings, specification, contract, council record, subcontractor document, or manufacturer instruction. | Use clear, factual wording and attach evidence where possible. |
| Set-out | Enter the exact project-specific information. If the value is technical, contractual, or compliance-related, copy it from the consented drawings, specification, contract, council record, subcontractor document, or manufacturer instruction. | Use clear, factual wording and attach evidence where possible. |
| Excavation/base | Enter the exact project-specific information. If the value is technical, contractual, or compliance-related, copy it from the consented drawings, specification, contract, council record, subcontractor document, or manufacturer instruction. | Use clear, factual wording and attach evidence where possible. |
| DPM | Enter the exact project-specific information. If the value is technical, contractual, or compliance-related, copy it from the consented drawings, specification, contract, council record, subcontractor document, or manufacturer instruction. | Use clear, factual wording and attach evidence where possible. |
| Reinforcing | Enter the exact project-specific information. If the value is technical, contractual, or compliance-related, copy it from the consented drawings, specification, contract, council record, subcontractor document, or manufacturer instruction. | Use clear, factual wording and attach evidence where possible. |
| Services | Enter the exact project-specific information. If the value is technical, contractual, or compliance-related, copy it from the consented drawings, specification, contract, council record, subcontractor document, or manufacturer instruction. | Use clear, factual wording and attach evidence where possible. |
| Inspections | Enter the exact project-specific information. If the value is technical, contractual, or compliance-related, copy it from the consented drawings, specification, contract, council record, subcontractor document, or manufacturer instruction. | Use clear, factual wording and attach evidence where possible. |
| Photos | Enter the exact project-specific information. If the value is technical, contractual, or compliance-related, copy it from the consented drawings, specification, contract, council record, subcontractor document, or manufacturer instruction. | Use clear, factual wording and attach evidence where possible. |
Evidence to attach
- Inspection results
- Rebar photos
- DPM photos
- Engineer notes
Common mistakes
- Writing vague notes such as 'all good' without location, drawing reference, trade, or evidence.
- Leaving signature, date, revision, or responsible-person fields blank.
- Filing the form in only one person's phone instead of the project record.
- Using the form to approve a technical change without an RFI, designer/engineer instruction, minor variation, amendment, or contract approval where required.
Where to store it
Store in the project document system under the matching folder: safety, quality, contract, council/CCC, handover, or site administration. Keep photos with the same date and location reference.
Qualityqualitycouncil
Framing inspection checklist
Check wall/roof framing, bracing, lintels, fixings, treatment, and moisture.
When to use it
Before council framing/pre-line inspection and before linings.
Who fills it out
Construction manager/builder
Who signs it
Builder/site supervisor
| Field | What goes in this section | Example |
|---|
| Frames | Enter the exact project-specific information. If the value is technical, contractual, or compliance-related, copy it from the consented drawings, specification, contract, council record, subcontractor document, or manufacturer instruction. | Use clear, factual wording and attach evidence where possible. |
| Lintels | Enter the exact project-specific information. If the value is technical, contractual, or compliance-related, copy it from the consented drawings, specification, contract, council record, subcontractor document, or manufacturer instruction. | Use clear, factual wording and attach evidence where possible. |
| Bracing | Enter the exact project-specific information. If the value is technical, contractual, or compliance-related, copy it from the consented drawings, specification, contract, council record, subcontractor document, or manufacturer instruction. | Use clear, factual wording and attach evidence where possible. |
| Hold-downs | Enter the exact project-specific information. If the value is technical, contractual, or compliance-related, copy it from the consented drawings, specification, contract, council record, subcontractor document, or manufacturer instruction. | Use clear, factual wording and attach evidence where possible. |
| Roof framing | Enter the exact project-specific information. If the value is technical, contractual, or compliance-related, copy it from the consented drawings, specification, contract, council record, subcontractor document, or manufacturer instruction. | Use clear, factual wording and attach evidence where possible. |
| Penetrations | Enter the exact project-specific information. If the value is technical, contractual, or compliance-related, copy it from the consented drawings, specification, contract, council record, subcontractor document, or manufacturer instruction. | Use clear, factual wording and attach evidence where possible. |
| Moisture | Enter the exact project-specific information. If the value is technical, contractual, or compliance-related, copy it from the consented drawings, specification, contract, council record, subcontractor document, or manufacturer instruction. | Use clear, factual wording and attach evidence where possible. |
| Fixings | Enter the exact project-specific information. If the value is technical, contractual, or compliance-related, copy it from the consented drawings, specification, contract, council record, subcontractor document, or manufacturer instruction. | Use clear, factual wording and attach evidence where possible. |
Evidence to attach
- Photos
- Moisture readings
- Bracing evidence
Common mistakes
- Writing vague notes such as 'all good' without location, drawing reference, trade, or evidence.
- Leaving signature, date, revision, or responsible-person fields blank.
- Filing the form in only one person's phone instead of the project record.
- Using the form to approve a technical change without an RFI, designer/engineer instruction, minor variation, amendment, or contract approval where required.
Where to store it
Store in the project document system under the matching folder: safety, quality, contract, council/CCC, handover, or site administration. Keep photos with the same date and location reference.
Qualityqualitycouncil
Pre-line inspection checklist
Confirm work can be lined without hiding unresolved issues.
When to use it
Before plasterboard or internal linings start.
Who fills it out
Construction manager/builder
Who signs it
Site supervisor
| Field | What goes in this section | Example |
|---|
| Framing | Enter the exact project-specific information. If the value is technical, contractual, or compliance-related, copy it from the consented drawings, specification, contract, council record, subcontractor document, or manufacturer instruction. | Use clear, factual wording and attach evidence where possible. |
| Services | Enter the exact project-specific information. If the value is technical, contractual, or compliance-related, copy it from the consented drawings, specification, contract, council record, subcontractor document, or manufacturer instruction. | Use clear, factual wording and attach evidence where possible. |
| Insulation | Enter the exact project-specific information. If the value is technical, contractual, or compliance-related, copy it from the consented drawings, specification, contract, council record, subcontractor document, or manufacturer instruction. | Use clear, factual wording and attach evidence where possible. |
| Bracing | Enter the exact project-specific information. If the value is technical, contractual, or compliance-related, copy it from the consented drawings, specification, contract, council record, subcontractor document, or manufacturer instruction. | Use clear, factual wording and attach evidence where possible. |
| Fire/acoustic if specified | Enter the exact project-specific information. If the value is technical, contractual, or compliance-related, copy it from the consented drawings, specification, contract, council record, subcontractor document, or manufacturer instruction. | Use clear, factual wording and attach evidence where possible. |
| Photos | Enter the exact project-specific information. If the value is technical, contractual, or compliance-related, copy it from the consented drawings, specification, contract, council record, subcontractor document, or manufacturer instruction. | Use clear, factual wording and attach evidence where possible. |
| Inspection pass | Enter the exact project-specific information. If the value is technical, contractual, or compliance-related, copy it from the consented drawings, specification, contract, council record, subcontractor document, or manufacturer instruction. | Use clear, factual wording and attach evidence where possible. |
Evidence to attach
- Council result
- Photos
- Certificates/tests
Common mistakes
- Writing vague notes such as 'all good' without location, drawing reference, trade, or evidence.
- Leaving signature, date, revision, or responsible-person fields blank.
- Filing the form in only one person's phone instead of the project record.
- Using the form to approve a technical change without an RFI, designer/engineer instruction, minor variation, amendment, or contract approval where required.
Where to store it
Store in the project document system under the matching folder: safety, quality, contract, council/CCC, handover, or site administration. Keep photos with the same date and location reference.
Qualityqualitycouncil
Cladding checklist
Check wall underlay, cavity, cladding, flashings, clearances, and coatings.
When to use it
Before, during, and after cladding installation.
Who fills it out
Construction manager/cladding installer
Who signs it
Cladding installer and site supervisor
| Field | What goes in this section | Example |
|---|
| Underlay | Enter the exact project-specific information. If the value is technical, contractual, or compliance-related, copy it from the consented drawings, specification, contract, council record, subcontractor document, or manufacturer instruction. | Use clear, factual wording and attach evidence where possible. |
| Cavity | Enter the exact project-specific information. If the value is technical, contractual, or compliance-related, copy it from the consented drawings, specification, contract, council record, subcontractor document, or manufacturer instruction. | Use clear, factual wording and attach evidence where possible. |
| Flashings | Enter the exact project-specific information. If the value is technical, contractual, or compliance-related, copy it from the consented drawings, specification, contract, council record, subcontractor document, or manufacturer instruction. | Use clear, factual wording and attach evidence where possible. |
| Fixings | Enter the exact project-specific information. If the value is technical, contractual, or compliance-related, copy it from the consented drawings, specification, contract, council record, subcontractor document, or manufacturer instruction. | Use clear, factual wording and attach evidence where possible. |
| Clearances | Enter the exact project-specific information. If the value is technical, contractual, or compliance-related, copy it from the consented drawings, specification, contract, council record, subcontractor document, or manufacturer instruction. | Use clear, factual wording and attach evidence where possible. |
| Corners | Enter the exact project-specific information. If the value is technical, contractual, or compliance-related, copy it from the consented drawings, specification, contract, council record, subcontractor document, or manufacturer instruction. | Use clear, factual wording and attach evidence where possible. |
| Coatings | Enter the exact project-specific information. If the value is technical, contractual, or compliance-related, copy it from the consented drawings, specification, contract, council record, subcontractor document, or manufacturer instruction. | Use clear, factual wording and attach evidence where possible. |
| Photos | Enter the exact project-specific information. If the value is technical, contractual, or compliance-related, copy it from the consented drawings, specification, contract, council record, subcontractor document, or manufacturer instruction. | Use clear, factual wording and attach evidence where possible. |
Evidence to attach
- Product data
- Photos
- Inspection results
Common mistakes
- Writing vague notes such as 'all good' without location, drawing reference, trade, or evidence.
- Leaving signature, date, revision, or responsible-person fields blank.
- Filing the form in only one person's phone instead of the project record.
- Using the form to approve a technical change without an RFI, designer/engineer instruction, minor variation, amendment, or contract approval where required.
Where to store it
Store in the project document system under the matching folder: safety, quality, contract, council/CCC, handover, or site administration. Keep photos with the same date and location reference.
Qualityqualitysafety
Roofing checklist
Check roof underlay, roofing product, flashings, fixings, penetrations, gutters, and safety.
When to use it
Before and during roofing installation.
Who fills it out
Construction manager/roofer
Who signs it
Roofer and site supervisor
| Field | What goes in this section | Example |
|---|
| Underlay | Enter the exact project-specific information. If the value is technical, contractual, or compliance-related, copy it from the consented drawings, specification, contract, council record, subcontractor document, or manufacturer instruction. | Use clear, factual wording and attach evidence where possible. |
| Roofing | Enter the exact project-specific information. If the value is technical, contractual, or compliance-related, copy it from the consented drawings, specification, contract, council record, subcontractor document, or manufacturer instruction. | Use clear, factual wording and attach evidence where possible. |
| Pitch/product | Enter the exact project-specific information. If the value is technical, contractual, or compliance-related, copy it from the consented drawings, specification, contract, council record, subcontractor document, or manufacturer instruction. | Use clear, factual wording and attach evidence where possible. |
| Fixings | Enter the exact project-specific information. If the value is technical, contractual, or compliance-related, copy it from the consented drawings, specification, contract, council record, subcontractor document, or manufacturer instruction. | Use clear, factual wording and attach evidence where possible. |
| Flashings | Enter the exact project-specific information. If the value is technical, contractual, or compliance-related, copy it from the consented drawings, specification, contract, council record, subcontractor document, or manufacturer instruction. | Use clear, factual wording and attach evidence where possible. |
| Penetrations | Enter the exact project-specific information. If the value is technical, contractual, or compliance-related, copy it from the consented drawings, specification, contract, council record, subcontractor document, or manufacturer instruction. | Use clear, factual wording and attach evidence where possible. |
| Gutters | Enter the exact project-specific information. If the value is technical, contractual, or compliance-related, copy it from the consented drawings, specification, contract, council record, subcontractor document, or manufacturer instruction. | Use clear, factual wording and attach evidence where possible. |
| Safety | Enter the exact project-specific information. If the value is technical, contractual, or compliance-related, copy it from the consented drawings, specification, contract, council record, subcontractor document, or manufacturer instruction. | Use clear, factual wording and attach evidence where possible. |
Evidence to attach
- Photos
- Warranty info
- Product manual
Common mistakes
- Writing vague notes such as 'all good' without location, drawing reference, trade, or evidence.
- Leaving signature, date, revision, or responsible-person fields blank.
- Filing the form in only one person's phone instead of the project record.
- Using the form to approve a technical change without an RFI, designer/engineer instruction, minor variation, amendment, or contract approval where required.
Where to store it
Store in the project document system under the matching folder: safety, quality, contract, council/CCC, handover, or site administration. Keep photos with the same date and location reference.
Qualityqualitycouncil
Waterproofing checklist
Verify wet-area waterproofing is ready before tiling or cover-up.
When to use it
Before tiling or finishes over waterproofing.
Who fills it out
Waterproofer/construction manager
Who signs it
Waterproofer and site supervisor
| Field | What goes in this section | Example |
|---|
| Substrate | Enter the exact project-specific information. If the value is technical, contractual, or compliance-related, copy it from the consented drawings, specification, contract, council record, subcontractor document, or manufacturer instruction. | Use clear, factual wording and attach evidence where possible. |
| Primer | Enter the exact project-specific information. If the value is technical, contractual, or compliance-related, copy it from the consented drawings, specification, contract, council record, subcontractor document, or manufacturer instruction. | Use clear, factual wording and attach evidence where possible. |
| Membrane | Enter the exact project-specific information. If the value is technical, contractual, or compliance-related, copy it from the consented drawings, specification, contract, council record, subcontractor document, or manufacturer instruction. | Use clear, factual wording and attach evidence where possible. |
| Corners | Enter the exact project-specific information. If the value is technical, contractual, or compliance-related, copy it from the consented drawings, specification, contract, council record, subcontractor document, or manufacturer instruction. | Use clear, factual wording and attach evidence where possible. |
| Wastes | Enter the exact project-specific information. If the value is technical, contractual, or compliance-related, copy it from the consented drawings, specification, contract, council record, subcontractor document, or manufacturer instruction. | Use clear, factual wording and attach evidence where possible. |
| Curing | Enter the exact project-specific information. If the value is technical, contractual, or compliance-related, copy it from the consented drawings, specification, contract, council record, subcontractor document, or manufacturer instruction. | Use clear, factual wording and attach evidence where possible. |
| Flood test if specified | Enter the exact project-specific information. If the value is technical, contractual, or compliance-related, copy it from the consented drawings, specification, contract, council record, subcontractor document, or manufacturer instruction. | Use clear, factual wording and attach evidence where possible. |
| Photos | Enter the exact project-specific information. If the value is technical, contractual, or compliance-related, copy it from the consented drawings, specification, contract, council record, subcontractor document, or manufacturer instruction. | Use clear, factual wording and attach evidence where possible. |
Evidence to attach
- Installer declaration
- Photos
- Product data
Common mistakes
- Writing vague notes such as 'all good' without location, drawing reference, trade, or evidence.
- Leaving signature, date, revision, or responsible-person fields blank.
- Filing the form in only one person's phone instead of the project record.
- Using the form to approve a technical change without an RFI, designer/engineer instruction, minor variation, amendment, or contract approval where required.
Where to store it
Store in the project document system under the matching folder: safety, quality, contract, council/CCC, handover, or site administration. Keep photos with the same date and location reference.
Qualityquality
Quality inspection report
Record a formal quality inspection with defects, compliance checks, and actions.
When to use it
At hold points, before inspections, and before handover.
Who fills it out
Construction manager/QA lead
Who signs it
Inspector and responsible trade where required
| Field | What goes in this section | Example |
|---|
| Area | Enter the exact project-specific information. If the value is technical, contractual, or compliance-related, copy it from the consented drawings, specification, contract, council record, subcontractor document, or manufacturer instruction. | Use clear, factual wording and attach evidence where possible. |
| Items checked | Enter the exact project-specific information. If the value is technical, contractual, or compliance-related, copy it from the consented drawings, specification, contract, council record, subcontractor document, or manufacturer instruction. | Use clear, factual wording and attach evidence where possible. |
| Conformance | Enter the exact project-specific information. If the value is technical, contractual, or compliance-related, copy it from the consented drawings, specification, contract, council record, subcontractor document, or manufacturer instruction. | Use clear, factual wording and attach evidence where possible. |
| Defects | Enter the exact project-specific information. If the value is technical, contractual, or compliance-related, copy it from the consented drawings, specification, contract, council record, subcontractor document, or manufacturer instruction. | Use clear, factual wording and attach evidence where possible. |
| Actions | Enter the exact project-specific information. If the value is technical, contractual, or compliance-related, copy it from the consented drawings, specification, contract, council record, subcontractor document, or manufacturer instruction. | Reinspect before lining; owner: ABC Plumbing; due: tomorrow 10:00 |
| Owner | Enter the exact project-specific information. If the value is technical, contractual, or compliance-related, copy it from the consented drawings, specification, contract, council record, subcontractor document, or manufacturer instruction. | Use clear, factual wording and attach evidence where possible. |
| Due date | Enter the exact project-specific information. If the value is technical, contractual, or compliance-related, copy it from the consented drawings, specification, contract, council record, subcontractor document, or manufacturer instruction. | Use clear, factual wording and attach evidence where possible. |
Evidence to attach
- Photos
- Checklists
- Drawing references
Common mistakes
- Writing vague notes such as 'all good' without location, drawing reference, trade, or evidence.
- Leaving signature, date, revision, or responsible-person fields blank.
- Filing the form in only one person's phone instead of the project record.
- Using the form to approve a technical change without an RFI, designer/engineer instruction, minor variation, amendment, or contract approval where required.
Where to store it
Store in the project document system under the matching folder: safety, quality, contract, council/CCC, handover, or site administration. Keep photos with the same date and location reference.
Qualityqualityhandover
Defects list
Track defects from identification to close-out.
When to use it
During finishing, pre-handover, handover, and DLP.
Who fills it out
Construction manager
Who signs it
Responsible trade when item closed
| Field | What goes in this section | Example |
|---|
| Location | Enter the exact project-specific information. If the value is technical, contractual, or compliance-related, copy it from the consented drawings, specification, contract, council record, subcontractor document, or manufacturer instruction. | Lot 2, Level 1 bathroom / grid B3 |
| Defect | Enter the exact project-specific information. If the value is technical, contractual, or compliance-related, copy it from the consented drawings, specification, contract, council record, subcontractor document, or manufacturer instruction. | Use clear, factual wording and attach evidence where possible. |
| Photo | Enter the exact project-specific information. If the value is technical, contractual, or compliance-related, copy it from the consented drawings, specification, contract, council record, subcontractor document, or manufacturer instruction. | Use clear, factual wording and attach evidence where possible. |
| Trade | Enter the exact project-specific information. If the value is technical, contractual, or compliance-related, copy it from the consented drawings, specification, contract, council record, subcontractor document, or manufacturer instruction. | Use clear, factual wording and attach evidence where possible. |
| Priority | Enter the exact project-specific information. If the value is technical, contractual, or compliance-related, copy it from the consented drawings, specification, contract, council record, subcontractor document, or manufacturer instruction. | Use clear, factual wording and attach evidence where possible. |
| Due date | Enter the exact project-specific information. If the value is technical, contractual, or compliance-related, copy it from the consented drawings, specification, contract, council record, subcontractor document, or manufacturer instruction. | Use clear, factual wording and attach evidence where possible. |
| Close-out | Enter the exact project-specific information. If the value is technical, contractual, or compliance-related, copy it from the consented drawings, specification, contract, council record, subcontractor document, or manufacturer instruction. | Use clear, factual wording and attach evidence where possible. |
Evidence to attach
- Before/after photos
- Client notes
Common mistakes
- Writing vague notes such as 'all good' without location, drawing reference, trade, or evidence.
- Leaving signature, date, revision, or responsible-person fields blank.
- Filing the form in only one person's phone instead of the project record.
- Using the form to approve a technical change without an RFI, designer/engineer instruction, minor variation, amendment, or contract approval where required.
Where to store it
Store in the project document system under the matching folder: safety, quality, contract, council/CCC, handover, or site administration. Keep photos with the same date and location reference.
Contractcontractquality
Request for Information
Ask a formal question when documents are unclear, missing, or conflicting.
When to use it
Before making assumptions or changing work.
Who fills it out
Construction manager/subcontractor
Who signs it
Designer/engineer/project manager response authority
| Field | What goes in this section | Example |
|---|
| Question | Enter the exact project-specific information. If the value is technical, contractual, or compliance-related, copy it from the consented drawings, specification, contract, council record, subcontractor document, or manufacturer instruction. | Use clear, factual wording and attach evidence where possible. |
| Location | Enter the exact project-specific information. If the value is technical, contractual, or compliance-related, copy it from the consented drawings, specification, contract, council record, subcontractor document, or manufacturer instruction. | Lot 2, Level 1 bathroom / grid B3 |
| Drawing reference | Enter the exact project-specific information. If the value is technical, contractual, or compliance-related, copy it from the consented drawings, specification, contract, council record, subcontractor document, or manufacturer instruction. | Use clear, factual wording and attach evidence where possible. |
| Reason | Enter the exact project-specific information. If the value is technical, contractual, or compliance-related, copy it from the consented drawings, specification, contract, council record, subcontractor document, or manufacturer instruction. | Use clear, factual wording and attach evidence where possible. |
| Proposed option | Enter the exact project-specific information. If the value is technical, contractual, or compliance-related, copy it from the consented drawings, specification, contract, council record, subcontractor document, or manufacturer instruction. | Use clear, factual wording and attach evidence where possible. |
| Response needed by | Enter the exact project-specific information. If the value is technical, contractual, or compliance-related, copy it from the consented drawings, specification, contract, council record, subcontractor document, or manufacturer instruction. | Use clear, factual wording and attach evidence where possible. |
| Answer | Enter the exact project-specific information. If the value is technical, contractual, or compliance-related, copy it from the consented drawings, specification, contract, council record, subcontractor document, or manufacturer instruction. | Use clear, factual wording and attach evidence where possible. |
Evidence to attach
- Marked-up drawing
- Photos
- Spec extract
Common mistakes
- Writing vague notes such as 'all good' without location, drawing reference, trade, or evidence.
- Leaving signature, date, revision, or responsible-person fields blank.
- Filing the form in only one person's phone instead of the project record.
- Using the form to approve a technical change without an RFI, designer/engineer instruction, minor variation, amendment, or contract approval where required.
Where to store it
Store in the project document system under the matching folder: safety, quality, contract, council/CCC, handover, or site administration. Keep photos with the same date and location reference.
Contractcontract
Site instruction
Record an instruction issued on site.
When to use it
When work direction needs a clear written record.
Who fills it out
Project manager/builder/construction manager depending on contract authority
Who signs it
Authorised issuer and recipient
| Field | What goes in this section | Example |
|---|
| Instruction | Enter the exact project-specific information. If the value is technical, contractual, or compliance-related, copy it from the consented drawings, specification, contract, council record, subcontractor document, or manufacturer instruction. | Use clear, factual wording and attach evidence where possible. |
| Reason | Enter the exact project-specific information. If the value is technical, contractual, or compliance-related, copy it from the consented drawings, specification, contract, council record, subcontractor document, or manufacturer instruction. | Use clear, factual wording and attach evidence where possible. |
| Location | Enter the exact project-specific information. If the value is technical, contractual, or compliance-related, copy it from the consented drawings, specification, contract, council record, subcontractor document, or manufacturer instruction. | Lot 2, Level 1 bathroom / grid B3 |
| Documents | Enter the exact project-specific information. If the value is technical, contractual, or compliance-related, copy it from the consented drawings, specification, contract, council record, subcontractor document, or manufacturer instruction. | Use clear, factual wording and attach evidence where possible. |
| Cost/time effect | Enter the exact project-specific information. If the value is technical, contractual, or compliance-related, copy it from the consented drawings, specification, contract, council record, subcontractor document, or manufacturer instruction. | Use clear, factual wording and attach evidence where possible. |
| Recipient | Enter the exact project-specific information. If the value is technical, contractual, or compliance-related, copy it from the consented drawings, specification, contract, council record, subcontractor document, or manufacturer instruction. | Use clear, factual wording and attach evidence where possible. |
| Due date | Enter the exact project-specific information. If the value is technical, contractual, or compliance-related, copy it from the consented drawings, specification, contract, council record, subcontractor document, or manufacturer instruction. | Use clear, factual wording and attach evidence where possible. |
Common mistakes
- Writing vague notes such as 'all good' without location, drawing reference, trade, or evidence.
- Leaving signature, date, revision, or responsible-person fields blank.
- Filing the form in only one person's phone instead of the project record.
- Using the form to approve a technical change without an RFI, designer/engineer instruction, minor variation, amendment, or contract approval where required.
Where to store it
Store in the project document system under the matching folder: safety, quality, contract, council/CCC, handover, or site administration. Keep photos with the same date and location reference.
Contractcontract
Variation request
Request approval for a change to scope, cost, time, selection, or method.
When to use it
Before performing extra/changed work unless emergency/safety requires immediate action.
Who fills it out
Builder/subcontractor/construction manager
Who signs it
Client or authorised contract representative
| Field | What goes in this section | Example |
|---|
| Change description | Enter the exact project-specific information. If the value is technical, contractual, or compliance-related, copy it from the consented drawings, specification, contract, council record, subcontractor document, or manufacturer instruction. | Use clear, factual wording and attach evidence where possible. |
| Reason | Enter the exact project-specific information. If the value is technical, contractual, or compliance-related, copy it from the consented drawings, specification, contract, council record, subcontractor document, or manufacturer instruction. | Use clear, factual wording and attach evidence where possible. |
| Cost | Enter the exact project-specific information. If the value is technical, contractual, or compliance-related, copy it from the consented drawings, specification, contract, council record, subcontractor document, or manufacturer instruction. | Use clear, factual wording and attach evidence where possible. |
| Time | Enter the exact project-specific information. If the value is technical, contractual, or compliance-related, copy it from the consented drawings, specification, contract, council record, subcontractor document, or manufacturer instruction. | Use clear, factual wording and attach evidence where possible. |
| Documents | Enter the exact project-specific information. If the value is technical, contractual, or compliance-related, copy it from the consented drawings, specification, contract, council record, subcontractor document, or manufacturer instruction. | Use clear, factual wording and attach evidence where possible. |
| Evidence | Enter the exact project-specific information. If the value is technical, contractual, or compliance-related, copy it from the consented drawings, specification, contract, council record, subcontractor document, or manufacturer instruction. | Use clear, factual wording and attach evidence where possible. |
| Approval required | Enter the exact project-specific information. If the value is technical, contractual, or compliance-related, copy it from the consented drawings, specification, contract, council record, subcontractor document, or manufacturer instruction. | Use clear, factual wording and attach evidence where possible. |
Evidence to attach
- Quote
- Photos
- Drawing markups
- RFI
Common mistakes
- Writing vague notes such as 'all good' without location, drawing reference, trade, or evidence.
- Leaving signature, date, revision, or responsible-person fields blank.
- Filing the form in only one person's phone instead of the project record.
- Using the form to approve a technical change without an RFI, designer/engineer instruction, minor variation, amendment, or contract approval where required.
Where to store it
Store in the project document system under the matching folder: safety, quality, contract, council/CCC, handover, or site administration. Keep photos with the same date and location reference.
Contractcontract
Variation approval
Record approval or rejection of a proposed variation.
When to use it
Before changed work proceeds where approval is required.
Who fills it out
Authorised contract representative
Who signs it
Client/authorised party and builder/project manager
| Field | What goes in this section | Example |
|---|
| Variation number | Enter the exact project-specific information. If the value is technical, contractual, or compliance-related, copy it from the consented drawings, specification, contract, council record, subcontractor document, or manufacturer instruction. | Use clear, factual wording and attach evidence where possible. |
| Scope | Enter the exact project-specific information. If the value is technical, contractual, or compliance-related, copy it from the consented drawings, specification, contract, council record, subcontractor document, or manufacturer instruction. | Use clear, factual wording and attach evidence where possible. |
| Price | Enter the exact project-specific information. If the value is technical, contractual, or compliance-related, copy it from the consented drawings, specification, contract, council record, subcontractor document, or manufacturer instruction. | Use clear, factual wording and attach evidence where possible. |
| Time | Enter the exact project-specific information. If the value is technical, contractual, or compliance-related, copy it from the consented drawings, specification, contract, council record, subcontractor document, or manufacturer instruction. | Use clear, factual wording and attach evidence where possible. |
| Approval | Enter the exact project-specific information. If the value is technical, contractual, or compliance-related, copy it from the consented drawings, specification, contract, council record, subcontractor document, or manufacturer instruction. | Use clear, factual wording and attach evidence where possible. |
| Conditions | Enter the exact project-specific information. If the value is technical, contractual, or compliance-related, copy it from the consented drawings, specification, contract, council record, subcontractor document, or manufacturer instruction. | Use clear, factual wording and attach evidence where possible. |
| Date | Enter the exact project-specific information. If the value is technical, contractual, or compliance-related, copy it from the consented drawings, specification, contract, council record, subcontractor document, or manufacturer instruction. | 4 July 2026 |
Evidence to attach
- Quote
- Client approval
- Programme update
Common mistakes
- Writing vague notes such as 'all good' without location, drawing reference, trade, or evidence.
- Leaving signature, date, revision, or responsible-person fields blank.
- Filing the form in only one person's phone instead of the project record.
- Using the form to approve a technical change without an RFI, designer/engineer instruction, minor variation, amendment, or contract approval where required.
Where to store it
Store in the project document system under the matching folder: safety, quality, contract, council/CCC, handover, or site administration. Keep photos with the same date and location reference.
Contractcontractquality
Subcontractor evaluation
Assess subcontractor performance for quality, safety, communication, programme, and documentation.
When to use it
After major milestones or project completion.
Who fills it out
Construction manager/project manager
Who signs it
Project manager
| Field | What goes in this section | Example |
|---|
| Trade | Enter the exact project-specific information. If the value is technical, contractual, or compliance-related, copy it from the consented drawings, specification, contract, council record, subcontractor document, or manufacturer instruction. | Use clear, factual wording and attach evidence where possible. |
| Quality | Enter the exact project-specific information. If the value is technical, contractual, or compliance-related, copy it from the consented drawings, specification, contract, council record, subcontractor document, or manufacturer instruction. | Use clear, factual wording and attach evidence where possible. |
| Safety | Enter the exact project-specific information. If the value is technical, contractual, or compliance-related, copy it from the consented drawings, specification, contract, council record, subcontractor document, or manufacturer instruction. | Use clear, factual wording and attach evidence where possible. |
| Programme | Enter the exact project-specific information. If the value is technical, contractual, or compliance-related, copy it from the consented drawings, specification, contract, council record, subcontractor document, or manufacturer instruction. | Use clear, factual wording and attach evidence where possible. |
| Documentation | Enter the exact project-specific information. If the value is technical, contractual, or compliance-related, copy it from the consented drawings, specification, contract, council record, subcontractor document, or manufacturer instruction. | Use clear, factual wording and attach evidence where possible. |
| Defects | Enter the exact project-specific information. If the value is technical, contractual, or compliance-related, copy it from the consented drawings, specification, contract, council record, subcontractor document, or manufacturer instruction. | Use clear, factual wording and attach evidence where possible. |
| Recommendation | Enter the exact project-specific information. If the value is technical, contractual, or compliance-related, copy it from the consented drawings, specification, contract, council record, subcontractor document, or manufacturer instruction. | Use clear, factual wording and attach evidence where possible. |
Evidence to attach
- Inspection results
- Defect records
- Safety records
Common mistakes
- Writing vague notes such as 'all good' without location, drawing reference, trade, or evidence.
- Leaving signature, date, revision, or responsible-person fields blank.
- Filing the form in only one person's phone instead of the project record.
- Using the form to approve a technical change without an RFI, designer/engineer instruction, minor variation, amendment, or contract approval where required.
Where to store it
Store in the project document system under the matching folder: safety, quality, contract, council/CCC, handover, or site administration. Keep photos with the same date and location reference.
Contractcontract
Progress claim checklist
Check payment claims against actual progress, scope, variations, defects, and supporting evidence.
When to use it
Before approving monthly/progress payment claims.
Who fills it out
Construction manager/QS/project manager
Who signs it
Authorised payment certifier/PM
| Field | What goes in this section | Example |
|---|
| Claim period | Enter the exact project-specific information. If the value is technical, contractual, or compliance-related, copy it from the consented drawings, specification, contract, council record, subcontractor document, or manufacturer instruction. | Use clear, factual wording and attach evidence where possible. |
| Work claimed | Enter the exact project-specific information. If the value is technical, contractual, or compliance-related, copy it from the consented drawings, specification, contract, council record, subcontractor document, or manufacturer instruction. | Use clear, factual wording and attach evidence where possible. |
| Site verification | Enter the exact project-specific information. If the value is technical, contractual, or compliance-related, copy it from the consented drawings, specification, contract, council record, subcontractor document, or manufacturer instruction. | Use clear, factual wording and attach evidence where possible. |
| Variations | Enter the exact project-specific information. If the value is technical, contractual, or compliance-related, copy it from the consented drawings, specification, contract, council record, subcontractor document, or manufacturer instruction. | Use clear, factual wording and attach evidence where possible. |
| Defects/retentions | Enter the exact project-specific information. If the value is technical, contractual, or compliance-related, copy it from the consented drawings, specification, contract, council record, subcontractor document, or manufacturer instruction. | Use clear, factual wording and attach evidence where possible. |
| Supporting docs | Enter the exact project-specific information. If the value is technical, contractual, or compliance-related, copy it from the consented drawings, specification, contract, council record, subcontractor document, or manufacturer instruction. | Use clear, factual wording and attach evidence where possible. |
Evidence to attach
- Photos
- Inspection records
- Variation approvals
Common mistakes
- Writing vague notes such as 'all good' without location, drawing reference, trade, or evidence.
- Leaving signature, date, revision, or responsible-person fields blank.
- Filing the form in only one person's phone instead of the project record.
- Using the form to approve a technical change without an RFI, designer/engineer instruction, minor variation, amendment, or contract approval where required.
Where to store it
Store in the project document system under the matching folder: safety, quality, contract, council/CCC, handover, or site administration. Keep photos with the same date and location reference.
Site Adminsite admincontract
Meeting minutes
Record decisions, actions, risks, and responsibilities from meetings.
When to use it
Every site, client, consultant, or subcontractor meeting.
Who fills it out
Meeting chair/minute taker
Who signs it
Chair or project manager if required
| Field | What goes in this section | Example |
|---|
| Meeting details | Enter the exact project-specific information. If the value is technical, contractual, or compliance-related, copy it from the consented drawings, specification, contract, council record, subcontractor document, or manufacturer instruction. | Use clear, factual wording and attach evidence where possible. |
| Attendees | Enter the exact project-specific information. If the value is technical, contractual, or compliance-related, copy it from the consented drawings, specification, contract, council record, subcontractor document, or manufacturer instruction. | Use clear, factual wording and attach evidence where possible. |
| Discussion | Enter the exact project-specific information. If the value is technical, contractual, or compliance-related, copy it from the consented drawings, specification, contract, council record, subcontractor document, or manufacturer instruction. | Use clear, factual wording and attach evidence where possible. |
| Decisions | Enter the exact project-specific information. If the value is technical, contractual, or compliance-related, copy it from the consented drawings, specification, contract, council record, subcontractor document, or manufacturer instruction. | Use clear, factual wording and attach evidence where possible. |
| Actions | Enter the exact project-specific information. If the value is technical, contractual, or compliance-related, copy it from the consented drawings, specification, contract, council record, subcontractor document, or manufacturer instruction. | Reinspect before lining; owner: ABC Plumbing; due: tomorrow 10:00 |
| Owner | Enter the exact project-specific information. If the value is technical, contractual, or compliance-related, copy it from the consented drawings, specification, contract, council record, subcontractor document, or manufacturer instruction. | Use clear, factual wording and attach evidence where possible. |
| Due date | Enter the exact project-specific information. If the value is technical, contractual, or compliance-related, copy it from the consented drawings, specification, contract, council record, subcontractor document, or manufacturer instruction. | Use clear, factual wording and attach evidence where possible. |
Common mistakes
- Writing vague notes such as 'all good' without location, drawing reference, trade, or evidence.
- Leaving signature, date, revision, or responsible-person fields blank.
- Filing the form in only one person's phone instead of the project record.
- Using the form to approve a technical change without an RFI, designer/engineer instruction, minor variation, amendment, or contract approval where required.
Where to store it
Store in the project document system under the matching folder: safety, quality, contract, council/CCC, handover, or site administration. Keep photos with the same date and location reference.
Site Adminsite admincontract
Client update report
Provide a clear residential project update to client/developer.
When to use it
Weekly or as agreed, and when major issues occur.
Who fills it out
Construction manager/project manager
Who signs it
Project manager/client if required
| Field | What goes in this section | Example |
|---|
| Progress | Enter the exact project-specific information. If the value is technical, contractual, or compliance-related, copy it from the consented drawings, specification, contract, council record, subcontractor document, or manufacturer instruction. | Use clear, factual wording and attach evidence where possible. |
| Photos | Enter the exact project-specific information. If the value is technical, contractual, or compliance-related, copy it from the consented drawings, specification, contract, council record, subcontractor document, or manufacturer instruction. | Use clear, factual wording and attach evidence where possible. |
| Programme | Enter the exact project-specific information. If the value is technical, contractual, or compliance-related, copy it from the consented drawings, specification, contract, council record, subcontractor document, or manufacturer instruction. | Use clear, factual wording and attach evidence where possible. |
| Costs/variations | Enter the exact project-specific information. If the value is technical, contractual, or compliance-related, copy it from the consented drawings, specification, contract, council record, subcontractor document, or manufacturer instruction. | Use clear, factual wording and attach evidence where possible. |
| Risks | Enter the exact project-specific information. If the value is technical, contractual, or compliance-related, copy it from the consented drawings, specification, contract, council record, subcontractor document, or manufacturer instruction. | Use clear, factual wording and attach evidence where possible. |
| Decisions needed | Enter the exact project-specific information. If the value is technical, contractual, or compliance-related, copy it from the consented drawings, specification, contract, council record, subcontractor document, or manufacturer instruction. | Use clear, factual wording and attach evidence where possible. |
| Next steps | Enter the exact project-specific information. If the value is technical, contractual, or compliance-related, copy it from the consented drawings, specification, contract, council record, subcontractor document, or manufacturer instruction. | Use clear, factual wording and attach evidence where possible. |
Evidence to attach
- Photos
- Programme
- Variation register
Common mistakes
- Writing vague notes such as 'all good' without location, drawing reference, trade, or evidence.
- Leaving signature, date, revision, or responsible-person fields blank.
- Filing the form in only one person's phone instead of the project record.
- Using the form to approve a technical change without an RFI, designer/engineer instruction, minor variation, amendment, or contract approval where required.
Where to store it
Store in the project document system under the matching folder: safety, quality, contract, council/CCC, handover, or site administration. Keep photos with the same date and location reference.
Councilcouncilquality
Inspection booking checklist
Confirm an inspection is ready before booking council/engineer/trade inspection.
When to use it
Before each required inspection or hold point.
Who fills it out
Construction manager/site supervisor
Who signs it
Site supervisor
| Field | What goes in this section | Example |
|---|
| Inspection type | Enter the exact project-specific information. If the value is technical, contractual, or compliance-related, copy it from the consented drawings, specification, contract, council record, subcontractor document, or manufacturer instruction. | Use clear, factual wording and attach evidence where possible. |
| Consent number | Enter the exact project-specific information. If the value is technical, contractual, or compliance-related, copy it from the consented drawings, specification, contract, council record, subcontractor document, or manufacturer instruction. | Use clear, factual wording and attach evidence where possible. |
| Area ready | Enter the exact project-specific information. If the value is technical, contractual, or compliance-related, copy it from the consented drawings, specification, contract, council record, subcontractor document, or manufacturer instruction. | Use clear, factual wording and attach evidence where possible. |
| Documents ready | Enter the exact project-specific information. If the value is technical, contractual, or compliance-related, copy it from the consented drawings, specification, contract, council record, subcontractor document, or manufacturer instruction. | Use clear, factual wording and attach evidence where possible. |
| Access | Enter the exact project-specific information. If the value is technical, contractual, or compliance-related, copy it from the consented drawings, specification, contract, council record, subcontractor document, or manufacturer instruction. | Use clear, factual wording and attach evidence where possible. |
| Photos | Enter the exact project-specific information. If the value is technical, contractual, or compliance-related, copy it from the consented drawings, specification, contract, council record, subcontractor document, or manufacturer instruction. | Use clear, factual wording and attach evidence where possible. |
| Contact | Enter the exact project-specific information. If the value is technical, contractual, or compliance-related, copy it from the consented drawings, specification, contract, council record, subcontractor document, or manufacturer instruction. | Use clear, factual wording and attach evidence where possible. |
Evidence to attach
- Checklist photos
- Certificates
- Previous inspection notes
Common mistakes
- Writing vague notes such as 'all good' without location, drawing reference, trade, or evidence.
- Leaving signature, date, revision, or responsible-person fields blank.
- Filing the form in only one person's phone instead of the project record.
- Using the form to approve a technical change without an RFI, designer/engineer instruction, minor variation, amendment, or contract approval where required.
Where to store it
Store in the project document system under the matching folder: safety, quality, contract, council/CCC, handover, or site administration. Keep photos with the same date and location reference.
Handoverhandover
Handover checklist
Confirm the house, documents, keys, manuals, warranties, defects, and client training are ready.
When to use it
Before client handover/practical completion.
Who fills it out
Construction manager
Who signs it
Builder/project manager/client
| Field | What goes in this section | Example |
|---|
| Cleanliness | Enter the exact project-specific information. If the value is technical, contractual, or compliance-related, copy it from the consented drawings, specification, contract, council record, subcontractor document, or manufacturer instruction. | Use clear, factual wording and attach evidence where possible. |
| Defects | Enter the exact project-specific information. If the value is technical, contractual, or compliance-related, copy it from the consented drawings, specification, contract, council record, subcontractor document, or manufacturer instruction. | Use clear, factual wording and attach evidence where possible. |
| Keys | Enter the exact project-specific information. If the value is technical, contractual, or compliance-related, copy it from the consented drawings, specification, contract, council record, subcontractor document, or manufacturer instruction. | Use clear, factual wording and attach evidence where possible. |
| Manuals | Enter the exact project-specific information. If the value is technical, contractual, or compliance-related, copy it from the consented drawings, specification, contract, council record, subcontractor document, or manufacturer instruction. | Use clear, factual wording and attach evidence where possible. |
| Warranties | Enter the exact project-specific information. If the value is technical, contractual, or compliance-related, copy it from the consented drawings, specification, contract, council record, subcontractor document, or manufacturer instruction. | Use clear, factual wording and attach evidence where possible. |
| Certificates | Enter the exact project-specific information. If the value is technical, contractual, or compliance-related, copy it from the consented drawings, specification, contract, council record, subcontractor document, or manufacturer instruction. | Use clear, factual wording and attach evidence where possible. |
| Training | Enter the exact project-specific information. If the value is technical, contractual, or compliance-related, copy it from the consented drawings, specification, contract, council record, subcontractor document, or manufacturer instruction. | Use clear, factual wording and attach evidence where possible. |
| Outstanding items | Enter the exact project-specific information. If the value is technical, contractual, or compliance-related, copy it from the consented drawings, specification, contract, council record, subcontractor document, or manufacturer instruction. | Use clear, factual wording and attach evidence where possible. |
Evidence to attach
- Handover pack
- Defect list
- Key register
Common mistakes
- Writing vague notes such as 'all good' without location, drawing reference, trade, or evidence.
- Leaving signature, date, revision, or responsible-person fields blank.
- Filing the form in only one person's phone instead of the project record.
- Using the form to approve a technical change without an RFI, designer/engineer instruction, minor variation, amendment, or contract approval where required.
Where to store it
Store in the project document system under the matching folder: safety, quality, contract, council/CCC, handover, or site administration. Keep photos with the same date and location reference.
Handoverhandover
Maintenance information checklist
Collect maintenance instructions so the owner knows how to protect products and warranties.
When to use it
Before handover pack is issued.
Who fills it out
Construction manager
Who signs it
Builder/project manager
| Field | What goes in this section | Example |
|---|
| Product | Enter the exact project-specific information. If the value is technical, contractual, or compliance-related, copy it from the consented drawings, specification, contract, council record, subcontractor document, or manufacturer instruction. | Use clear, factual wording and attach evidence where possible. |
| Supplier | Enter the exact project-specific information. If the value is technical, contractual, or compliance-related, copy it from the consented drawings, specification, contract, council record, subcontractor document, or manufacturer instruction. | Use clear, factual wording and attach evidence where possible. |
| Maintenance task | Enter the exact project-specific information. If the value is technical, contractual, or compliance-related, copy it from the consented drawings, specification, contract, council record, subcontractor document, or manufacturer instruction. | Use clear, factual wording and attach evidence where possible. |
| Frequency | Enter the exact project-specific information. If the value is technical, contractual, or compliance-related, copy it from the consented drawings, specification, contract, council record, subcontractor document, or manufacturer instruction. | Use clear, factual wording and attach evidence where possible. |
| Warranty condition | Enter the exact project-specific information. If the value is technical, contractual, or compliance-related, copy it from the consented drawings, specification, contract, council record, subcontractor document, or manufacturer instruction. | Use clear, factual wording and attach evidence where possible. |
| Manual location | Enter the exact project-specific information. If the value is technical, contractual, or compliance-related, copy it from the consented drawings, specification, contract, council record, subcontractor document, or manufacturer instruction. | Use clear, factual wording and attach evidence where possible. |
Evidence to attach
- Manuals
- Warranty docs
- Product schedule
Common mistakes
- Writing vague notes such as 'all good' without location, drawing reference, trade, or evidence.
- Leaving signature, date, revision, or responsible-person fields blank.
- Filing the form in only one person's phone instead of the project record.
- Using the form to approve a technical change without an RFI, designer/engineer instruction, minor variation, amendment, or contract approval where required.
Where to store it
Store in the project document system under the matching folder: safety, quality, contract, council/CCC, handover, or site administration. Keep photos with the same date and location reference.
Councilcouncilhandover
Code Compliance Certificate checklist
Track all CCC evidence, inspections, certificates, producer statements, Records of Work, and consent conditions.
When to use it
From project start, reviewed before CCC application.
Who fills it out
Construction manager/project manager
Who signs it
Builder/project manager
| Field | What goes in this section | Example |
|---|
| Consent | Enter the exact project-specific information. If the value is technical, contractual, or compliance-related, copy it from the consented drawings, specification, contract, council record, subcontractor document, or manufacturer instruction. | Use clear, factual wording and attach evidence where possible. |
| Inspections | Enter the exact project-specific information. If the value is technical, contractual, or compliance-related, copy it from the consented drawings, specification, contract, council record, subcontractor document, or manufacturer instruction. | Use clear, factual wording and attach evidence where possible. |
| Certificates | Enter the exact project-specific information. If the value is technical, contractual, or compliance-related, copy it from the consented drawings, specification, contract, council record, subcontractor document, or manufacturer instruction. | Use clear, factual wording and attach evidence where possible. |
| PS3/PS4 | Enter the exact project-specific information. If the value is technical, contractual, or compliance-related, copy it from the consented drawings, specification, contract, council record, subcontractor document, or manufacturer instruction. | Use clear, factual wording and attach evidence where possible. |
| LBP Records | Enter the exact project-specific information. If the value is technical, contractual, or compliance-related, copy it from the consented drawings, specification, contract, council record, subcontractor document, or manufacturer instruction. | Use clear, factual wording and attach evidence where possible. |
| As-builts | Enter the exact project-specific information. If the value is technical, contractual, or compliance-related, copy it from the consented drawings, specification, contract, council record, subcontractor document, or manufacturer instruction. | Use clear, factual wording and attach evidence where possible. |
| Amendments/minor variations | Enter the exact project-specific information. If the value is technical, contractual, or compliance-related, copy it from the consented drawings, specification, contract, council record, subcontractor document, or manufacturer instruction. | Use clear, factual wording and attach evidence where possible. |
Evidence to attach
- Inspection records
- Producer statements
- Certificates
- Photos
Common mistakes
- Writing vague notes such as 'all good' without location, drawing reference, trade, or evidence.
- Leaving signature, date, revision, or responsible-person fields blank.
- Filing the form in only one person's phone instead of the project record.
- Using the form to approve a technical change without an RFI, designer/engineer instruction, minor variation, amendment, or contract approval where required.
Where to store it
Store in the project document system under the matching folder: safety, quality, contract, council/CCC, handover, or site administration. Keep photos with the same date and location reference.
