Site Management · Best Practice · Construction

Daily Site Diary

The Daily Site Diary is a contemporaneous record of activities, weather conditions, workforce numbers, deliveries, visitors, instructions received, and any incidents or delays occurring each day. It is a vital contractual document that provides evidence in the event of disputes, claims, or investigations. The diary should be completed by the site manager at the end of each working day.

Last reviewed: 29 March 2026 — This guide reflects UK law as of this date. Best Practice / Contract remains current with no amendments enacted as of 29 March 2026. Next scheduled review: 29 March 2027.

1. The Site Diary — Your Best Legal Friend

Every experienced site manager has a story about a dispute resolved by the site diary — a verbal instruction disputed two years later, a delay denied at final account, an incident where a contemporaneous record confirmed exactly what happened. The site diary is the project's memory — accurate, contemporaneous, and legally compelling.

It is also a critical health and safety management tool. Recording observations, defects, corrective actions, and incidents creates a running narrative that demonstrates a proactive safety culture. In an HSE investigation or civil claim, a well-maintained site diary provides contemporaneous evidence that is difficult to challenge.

Write the diary at the end of every day — never 'catch up' retrospectively

Legal and evidential value depends on the diary being contemporaneous. A diary written at the end of the week from memory is a reconstruction — courts treat it accordingly. Even a brief entry written on the day is sufficient. The daily completion habit is what gives the diary its value.

2. Daily Site Diary — What to Record

Field	Content
Date and weather	Date, conditions throughout the day. Weather affecting progress or safety noted specifically.
Workforce numbers	Total persons on site by trade/company. Unusual absences.
Work carried out	Brief description of activities and progress.
Instructions given	Specific instructions to subcontractors/workers. By whom, to whom, about what.
Instructions received	From client, PD, consultant, HSE. Exact words if possible.
Visitors	Name, company, purpose. Key discussions or inspections.
Safety observations	H&S issues observed. Corrective action taken. Time of action.
Incidents/near misses	Any incident, near miss, unsafe condition. Immediate action. Reported to whom.
Plant and equipment	Plant arriving or leaving. Defects noted.
Delays and disruptions	Any delays and cause — weather, late deliveries, design queries, client-caused.
Signed	Site manager signature, printed name, time of entry.

3. Common Mistakes

Not completing every day — catching up at end of week

A diary written retrospectively is not contemporaneous. Opposing counsel will challenge the credibility of identical handwriting or ink, no crossings-out, and implausible precision. Courts treat retrospective entries as reconstructions, not records.

Only recording abnormal events — blank on normal days

Consistent daily entries demonstrate a genuine record, not a retrospective compilation. An entry stating "no incidents" is entirely legitimate and strengthens the evidential pattern. Gaps undermine credibility.

Not recording verbal instructions from client or consultant

Verbal instructions are frequently given and frequently disputed later. They must be recorded immediately. JCT requires written confirmation within 7 days. The diary provides the contemporaneous record that supports or contradicts later claims.

Generic entries lacking specificity

"Groundworks carried out — no incidents" has minimal evidential value. Specific entries with names, times, and measurements demonstrate active management and create a record with genuine evidential weight.

Not stored securely

The diary must be secure (not altered after the fact), accessible to authorised management, and not kept only in the site manager's car. Regular digital scanning and backup protects against loss and demonstrates integrity.

4. Frequently Asked Questions

Is the site diary a contractual or legal requirement?▾

It is not mandated by specific legislation but is effectively essential. JCT and NEC contracts require contemporaneous records. CDM 2015 requires documentation of management decisions. Any principal contractor in dispute finds the absence of a site diary a significant disadvantage.

Can the site diary be digital?▾

Yes. Digital apps offer significant advantages: time-stamped entries, photo attachments, automatic backup, searchable records, and simultaneous access. The diary must remain contemporaneous, not alterable (or alterations tracked), and retrievable over the dispute period.

Who should have access to the site diary?▾

It is primarily the site manager's record. The PC's contracts manager should review it weekly. It should not be accessible to the client or subcontractors in real time — it is an internal record that may be disclosable in disputes. Record facts accurately and avoid speculative commentary.

What happens to the diary at project end?▾

It is archived with project records at practical completion. Retain for at least 6 years (Limitation Act — 6 years for simple contracts, 12 years under seal/deed). For major incidents or anticipated disputes, retain indefinitely.

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