Customer Service Daily Report Template: Fill & Download for Free

Hey!Here’s a detailed overview of what daily construction reports are, what the purpose is of daily reports, what goes in them and how to make them admissible for court and some best practices.Construction daily reports document all on-site work done for a construction project in a given day.They typically include:Weather conditionsNumber of working hoursType of work performedSafety observationsPotential delaysCompleted tasksWhat’s the purpose of a construction daily report?By documenting the construction project activities, reports provide transparency, reduce communication issues and safety risks, and protect you during lawsuits.Here are the benefits in more detail:They reduce delays and other issuesMost of the time, construction projects fail because of bad communication and collaboration. Since many people and companies are involved in projects, there’s a constant risk of misunderstandings, mistakes, and delays.Daily construction reports can reduce these by documenting and sharing observations made during site visits. Not only do they help stakeholders understand what needs to get done, they also allow you to catch small issues before they grow bigger.They improve customer relationsWhen it comes to your client, daily reports help you in several ways:They create transparency for your actions.They allow you to demonstrate your progress.They help the client understand your process.Your client, for example, may ask you why HVAC is taking so long to install. Daily reports would give them a window into the duration of each individual step, causing them to increase their patience.If you send daily or weekly reports that demonstrate what you’ve been doing (including materials used, hours spent, etc.), the customer will also feel confident you’re doing a good job.Translation: They’ll be happy to quickly pay whatever invoices you send their way.They help you manage your timeAs with any kind of reporting, construction progress reports allow you to get a better general view on your project and its progress, issues, risks, evolution, etc.If you’re not creating regular site reports, you’re driving blind — and won’t know if you’re heading in the right direction (let alone whether you’ll arrive on time!).They can settle disputesIf a client or general contractor disputes an invoice, your daily construction documentation will be invaluable. It could verify the number of hours worked, the materials used, supplier delays, or weather conditions.That’s why you should always strive to include detailed documentation, photos, and client signatures on every report. If need be, you might even be able to use them in court (more on that below).Even if you have a great relationship with your customer, don’t assume disputes and court claims are out of the realm of possibility. Your team could change, your customer’s management could change — and at that point, any verbal agreements will be moot. Without daily reports, new team members won’t know what was agreed upon or discussed, which could lead to conflicts.In the end, daily construction reports are all about maintaining quality and managing risk. When you make daily reporting a priority, you’ll reduce unplanned costs, lower safety risks, and keep your project on the right track.What goes into a daily report?Since they only include what you need, daily reports all contain different building blocks. Here are the most common elements:Project information: The project name and number, address, report date and author, etc. Adding this information helps managers, customers, and other parties immediately see which project goes with which report. It’ll also help when you need to look up an old report in your archive.Weather conditions: Changes to the weather, such as rain, snow, or intense sun, can cause delays (e.g. when pouring concrete slabs), impact worker efficiency, and increase the potential for accidents.Labor time spent: The workers on site, the number of hours they worked, and what they did.Equipment used and received: Which major materials were used or received, and which weren’t received (and are causing delays).Tasks in progress and tasks completed: Which tasks are in progress (e.g. slab pouring 70% complete) and which tasks are done (and can be documented with photos).Potential risks, issues, delays: Anything worth noting, plus areas where managers or the customer could intervene (e.g. a delay of another contractor that prevents you from starting your portion). Don’t forget to include photos so everyone can see the exact issue.Safety observations and accidents: All safety risks and observations, again with photos. (When accidents happen, the daily report can protect you from litigation.) In the case of accidents, record who was involved, when and where it occurred, how it impacted the work, and any photos of the event.How to make your daily report admissible for courtAs noted above, daily construction reports are often the most important piece of evidence used in court during a contract dispute. But the problem is they’re not always admissible.In addition to having your daily reports signed by the client, you should also follow this advice from Corwin & Corwin law firm:“The most common ground for admissibility of job reports (often the only ground) is that the reports are regularly kept business records of the party who offers them as evidence… To avoid tripping on any of these evidentiary requirements at trial, assign a supervisor or foreman who is on site to fill in the report form each day.At the end of each week (or at regular intervals) collect the reports from each foreman and file them by project at your office. Make sure there is a report for each day you were on site, and that all are complete and accurate. If there are questions or gaps, address them immediately.”Best practices for creating daily construction reportsWhether you’re using an old-school notebook or a nifty new app, there are certain best practices you should follow for your daily construction reports:Provide sufficient detail: Too often, daily reports are drafted noting the date, the weather, and a broad description of the work being performed. This isn’t sufficient for properly communicating with other parties, or for disputes or court claims. Don’t forget that progress reports are supposed to document what happens on the project every day — and not only when problems arise.File reports as early as possible: Memories fade quickly. The shorter the time between events and notation, the more accurate the reports will be. By using an app, you’ll be able to document observations as soon as you make them.Report delays in detail: Record when activities get delayed or stopped, plus the reasons why (e.g. due to weather or an accident). Make sure you record each day of the delay; if you only note a delay’s start date, it’ll look like it only lasted one day.Get it signed: Getting construction site reports signed by a client, manager, or other responsible party increases their value. To preserve the integrity of the reporting, don’t make any changes once it’s signed.Use a checklist: Checklists reduce the risk of mistakes, increase the likelihood everything will get documented, and free up your mental RAM. So use your app’s checklist feature to make a list of what should be in each daily report.Keep it simple: Make sure your report is readable by using common language and including ample pictures. Don’t use specialist terms; just stick to a concise and clear description that anyone can understand.How to use reports to improve your servicesJust like in any other industry, one of the goals of reporting is to understand how your company or project is doing — and to use that information to boost future performance.You might, for example, include manpower details — like trades and hours — into your daily report. Then, along with progress data, you could use this information to track the performance of your team.By keeping daily records of work progress, you’ll gain clearer insight on ongoing projects as well as improve future processes.Daily report example and templateReady to see a construction daily report in action?We created a simple checklist in ArchiSnapper that has an overview of the items to review:FYI: You can download this daily report template here and upload it into your ArchiSnapper account from here.Using this checklist, project managers, foremen, or superintendents can use their mobile device to create a comprehensive site report, even adding pictures and sketches, assignees, dates, PDF annotations, etc.When they finish, the daily report could look like this:Click here if you’d like to see a video of how we used the ArchiSnapper app to create this report.If you’re not yet ready to use an app like ArchiSnapper for your daily reports, we’ve also drafted a construction daily report template (Excel) you can download instead.Whether you use an app, a notebook, or an Excel document, the important thing is to always create construction daily reports. So you can reduce delays, keep your customer informed, settle disputes …I hope this information is useful!Jerry

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