Your Site Diary records are logs of what happens on a job, whether it be regular work, planned or scheduled occurrences, occasional events, or unforeseen incidents.

This can be used to document what is happens on construction sites. From the onset of the project, all parties involved in the project need to keep track of progress and communicate with each other about any issues. But many sites still rely on a static, paper-based record in the site office.

If everything is documented, then the chances of a party claiming that they were not notified of something is reduced. When disputes arise, documentation can often be used as evidence to show what happened and who was responsible. A Site Diary is also useful when it comes time to make of defendant claims against sub-contractors or suppliers because it is easy to see what was done and when.

It is even easier to do this if you use a digital Site Diary, as all your records are stored and integrated in one secure online place – giving you “one definitive version of the truth.”

But how do you use your FREE digital Site Diary from Work Wallet to best effect? What are the key Site Diary records might you want to add?

 Who is on site

One of the biggest benefits to keeping a digital Site Diary is that it provides documentation for who is working on site, whether they be employees or subcontractors. This makes it easier to keep track of hours worked and wages paid. A Site Diary can also potentially help in dealing with monitoring employment matters such as holidays, sick pay or disciplinary action.


If you are on a site that is getting deliveries, whether it be materials and/or equipment, the Site Diary records can help keep track of them and who they were delivered by and when, and who signed for them. If there is an issue with any materials or equipment that have been received, then the Site Diary can be used to find out who was responsible and when the delivery took place.


The Site Diary helps document contractor involvement in a project. If there is any issue or problem with a subcontractor, then it is much easier to track down the information in the digital diary than trying to remember when something happened and what company was involved at that time.


What decisions were made by whom, when and why can all be recorded in the diary. If there are any issues or problems with the project, then it is much easier to track down how and why a decision was made instead of trying to remember who said what at which meeting.

Site Manager using Site Diary App


If anything unexpected happens on site, then it is important to write about what happened and when. For example, if machinery breaks down or an accident happens. It is advisable to photograph the issue as well so that this can be included in the site diary records of what happens on site.


It is important to record the progress of the project because this allows site managers and senior managers to see who is on schedule and who is not. Progress can be monitored remotely, and timely interventions. Support can be given more easily to those who need it. Recording this in your Site Diary also allows you to see if there are any delays that occur on site, which might be the result of poor planning, and which can be rectified at the earliest opportunity.

Site conditions

When working at a site it is important to keep an eye on its environmental conditions, including for instance whether weather conditions may cause safety issues. Site conditions might also include the state of the site itself, in terms of whether or not anything hazardous is lying around, whether appropriate safety measures are in place, and how concerns were solved.


Legal responsibility for safety and compliance rests with a company, its senior managers, and persons with delegated responsibilities. However, all parties involved in a job should keep an eye on compliance. Everyone should play their part in maintaining safety on site. This means that everyone must follow all legal requirements, bylaws and sound company policies, to ensure that everything is done properly within the law. Keeping a record of all compliance tests and inspections ensures that everything is being done as it should.

In conclusion, a Site Diary can be very useful in recording things that happen on site. It also helps keep track of progress, and provides documentation for what occurred on a project and when.

And you definitely cannot go wrong when a multiple award-winning health and safety software provider gives you a completely FREE Site Diary app, with no strings attached!

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