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Daily Reporting Procedure

Document Type: Procedure
Version: 1.0
Last Updated: February 2026
Distribute To: Superintendents, Foremen, Project Managers

Purpose​

Establish requirements for comprehensive daily reporting to document project progress, protect against claims, support billing, and enable management oversight.

Why Daily Reports Matter​

"The daily report is your most important legal document."

Daily reports are used for:

  • Defending against delay claims
  • Supporting change order requests
  • Documenting scope completion for billing
  • Identifying productivity issues
  • Tracking weather impacts
  • Recording safety observations
  • Creating an audit trail

Daily Report Requirements​

When: Every Work Day​

  • Complete before leaving site
  • Submit by end of shift
  • No exceptions (even slow days)

Who:​

  • Superintendent (primary)
  • Foreman (trade-specific supplement)
  • PM reviews and archives

Required Daily Report Content​

Section 1: Header Information​

FieldExample
DateMonday, February 1, 2026
Project NameDowntown Office Building
Project NumberPRJ-2026-001
Report NumberDR-045
Prepared ByJohn Smith, Superintendent

Section 2: Weather Conditions​

Record at minimum twice daily:

TimeTempConditionsWindPrecip
7:00 AM45°FOvercast5 mphNone
12:00 PM58°FPartly Cloudy10 mphNone
3:00 PM55°FCloudy15 mphLight rain

Weather Impact:

  • Did weather affect work? Yes/No
  • If yes, describe impact
  • Crews affected
  • Time lost

Section 3: Manpower​

Self-Performed Work:

Trade/PositionCountHoursCost Code
Superintendent11001-100
Foreman21803-200
Carpenter64803-200
Laborer43203-200
TOTAL13108

Subcontractor Manpower:

SubcontractorTradeCountHoursLocation
ABC ElectricElectrical432Level 2
XYZ PlumbingPlumbing324Level 1-3
Acme SteelIronworkers648Roof
TOTAL13104

Section 4: Work Performed​

Be Specific! Use:

  • Quantities (LF, SF, CY, EA)
  • Locations (grid lines, rooms, floors)
  • Activities (not just "worked on building")

Example Entries:

❌ Bad: "Continued concrete work"

✅ Good: "Placed 85 CY of 4000 PSI concrete for Level 3 suspended slab, grid A-F, lines 1-6. Finished by 2:00 PM, began wet cure."

Work Performed Format:

Area/LocationWork DescriptionQtyUnit
Level 3, A-F/1-6Concrete placement, suspended slab85CY
Level 2, CoreForm stripping, columns8EA
Level 1, Stair 1Metal pan stair installation2Flights

Section 5: Materials Received​

SupplierMaterialQtyUnitTicket #Condition
ABC Ready Mix4000 PSI Concrete85CY45678OK
Steel SupplyW12x26 Beams12EA789011 damaged

Note any issues:

  • Short shipments
  • Damaged materials
  • Wrong items
  • Rejection/return needed

Section 6: Equipment on Site​

EquipmentOperatorHoursCondition
Crane, 75TJ. Johnson8Operational
Concrete PumpSubcontract6Operational
ForkliftR. Smith6Operational

Equipment Issues:

  • Down equipment
  • Needed equipment not available
  • Maintenance required

Section 7: Visitors and Inspections​

TimeNameCompanyPurposeResult
9:00 AMTom BrownCity BuildingFooting inspectionApproved
10:30 AMJane DoeABC ArchitectSite visitQuestions on finish
2:00 PMBob WhiteOwnerProgress walkNo issues

Inspection Results:

  • Passed/approved
  • Failed (reason and corrective action)
  • Re-inspection needed

Section 8: Issues, Delays, and Impacts​

Document Any:

  • Delays and causes
  • Access issues
  • Design questions/conflicts
  • Subcontractor issues
  • Owner-caused delays
  • Material issues
  • Utility problems

Example:

ISSUE: Electrical rough-in delayed 
CAUSE: RFI #23 response not received (submitted 1/15)
IMPACT: Cannot close walls in Level 2 offices
ACTION: PM to follow up with architect

Section 9: Safety Observations​

ItemObservationAction Taken
HousekeepingGood - all areas cleanN/A
PPE Compliance100% observedN/A
Hazard FoundOpen floor penetration Level 2Covered and barricaded
Near MissN/AN/A
Toolbox TalkYes - Fall Protection23 attendees

Section 10: Tomorrow's Plan​

AreaPlanned WorkCrew NeededMaterials Needed
Level 3Cure concrete, layout for embeds2 CarpLayout equipment
Level 2Continue framing4 CarpMetal studs
Level 1Electrical rough4 Elec (sub)Per sub

Coordination Notes:

  • Concrete delivery scheduled 7:00 AM
  • Crane needed for steel 9:00 AM - 12:00 PM
  • Inspector scheduled 10:00 AM

Section 11: Photos​

Minimum Photo Requirements:

Photo TypeMinimumDescription
Overall site2AM and PM conditions
Work in progress3-5Each active area
Deliveries1 perMaterial received
IssuesAs neededDocument problems
Concealed workRequiredBefore covering

Photo Standards:

  • Include reference point (scale, location marker)
  • Capture date/time stamp
  • GPS location if possible
  • Add description/caption

Daily Report Submission​

Deadline​

  • Submit by end of shift
  • No later than 7:00 AM next business day

Submission Method​

  • Project management app (BLDR Pro, Procore, Raken, etc.)
  • Email with photos attached
  • Cloud folder upload

Review Process​

  1. Superintendent completes report
  2. PM reviews next morning
  3. PM addresses any issues
  4. Report archived in project folder

Daily Report Template​

=====================================
DAILY CONSTRUCTION REPORT
=====================================

Project: _________________________
Project #: ____________ Report #: ______
Date: _______________ Day: ___________
Prepared By: ______________________

WEATHER:
AM: ___°F / Conditions: ____________
PM: ___°F / Conditions: ____________
Weather Impact: ☐ Yes ☐ No
If yes: __________________________

MANPOWER:
Company Personnel: _____ Total Hours: _____
Subcontractors: _____ Total Hours: _____
TOTAL ON SITE: _____

WORK PERFORMED TODAY:
1. ________________________________
2. ________________________________
3. ________________________________
4. ________________________________

MATERIALS RECEIVED:
________________________________
________________________________

VISITORS/INSPECTIONS:
________________________________
________________________________

ISSUES/DELAYS:
________________________________
________________________________

SAFETY OBSERVATIONS:
Toolbox Talk: ☐ Yes Topic: _________
Hazards Found: __________________
Incidents: ☐ None ☐ Yes (report attached)

TOMORROW'S PLAN:
________________________________
________________________________

PHOTOS ATTACHED: ☐ Yes (#_____)

Signature: _____________ Date: _____

=====================================

Common Daily Report Mistakes​

❌ Avoid:

  • Vague descriptions ("worked on project")
  • Missing weather data
  • No photos
  • Late submission
  • Missing subcontractor info
  • No issues section (even if none)
  • Inconsistent format

✅ Do:

  • Be specific with quantities and locations
  • Document EVERYTHING
  • Take lots of photos
  • Submit on time, every time
  • Note even "no issues"
  • Use consistent format
  • Photo Documentation Standards
  • Pre-Task Planning Procedure
  • Incident Reporting Procedure
  • Weather Protocol

Template provided by support.construction. Customize with your company information.

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