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Clerk of works report template

The clerk of works' own weekly report to the client and the architect or contract administrator. Set out the contract, the parties and the programme week, then the weather day by day with working time lost and the labour on site by trade. Add each area you inspected as a space with progress photos and the planned and actual percentage, and inside it each quality observation: location, element, the specification clause or drawing, whether it is a defect and whether an instruction was issued. Record samples and tests witnessed, materials checked, instructions and variations, health and safety matters for the client, and defects carried forward from earlier weeks. For a single visit record by a site manager or contract administrator, use the site inspection report template.

For clerks of works and construction inspectors employed by a client, council or housing association to inspect workmanship and materials and report each week to the client and the architect.

Written for UK projects, with notes on the JCT contracts that provide for a clerk of works. Works under any contract: what you may direct depends on your appointment and the contract.

  • Contract, parties, report number, period and contract week, with the share of the contract period used
  • Weather day by day, whole days and hours lost, and average labour on site by trade
  • Progress by area as spaces with photos, planned against actual, and the reason for any delay
  • Quality observations in each area with the specification clause, defect or not, instruction issued and status
  • Tests witnessed, materials checked, instructions noted, defects carried forward and matters for the architect
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What goes in a clerk of works report?

A clerk of works report is useful when the architect can act on it: each observation is tied to a place and to the specification clause or drawing it is checked against, says whether it is a defect and whether anyone instructed the contractor, and stays on the list week after week until it is seen put right.

Last updated . Facts checked by the SiteSurvey team on 27 October 2026 against JCT Practice Note, Deciding on the appropriate JCT contract 2024 (table, page 31), JCT, The Role of the Clerk of Works (by the ICWCI chief executive), Institute of Clerks of Works and Construction Inspectorate, The Role and Construction (Design and Management) Regulations 2015, regulation 13, duties of a principal contractor.

How to write a clerk of works weekly report

Fill it in as you go through the week, and finish it on the last day of the period.

  1. Set up the report

    Report number, period, contract week, form of contract, architect or contract administrator, contractor and the contract completion date.

  2. Record each day

    Weather, temperature and whether work was lost, with what stopped and why. Add the labour by trade and the main plant.

  3. Inspect area by area

    Add each plot, block or zone with a progress photo and the planned and actual percentage. Add a quality observation for each thing worth recording, with the clause it is checked against.

  4. Record tests and materials

    Each sample or test witnessed with the result, and each material checked against the specification or approved sample.

  5. Bring forward old defects

    List defects from earlier reports with their status this week, and what showed any of them was put right.

  6. Report to the architect

    List matters for the architect with an owner and date, what to inspect next week, who the report goes to, and sign.

What makes a clerk of works report useful

Quality observations in each area

Q18-02, plot 2, left-hand corner at the step in the foundation. DPC not lapped where it steps down; two lengths butt with a gap, brickwork above not yet laid. Checked against drawing A-301 rev B detail 4. Defect. No instruction issued; site manager told Thu 09:15 and query TQ-09 sent to the architect the same day. Status: open.

Fictional example. Record the actual evidence and approved arrangements for your job.

A common recording mistake

Writing "DPC poor, told site" with no clause, no location and no status, then dropping it from the next week's report.

What happens next

Carry every open defect into next week's report, get the architect's answer on queries before the work is covered, and list what you will inspect or witness next week.

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Every question in the clerk of works report template

A clerk of works weekly report to the client and the architect or contract administrator: the contract, parties and programme week, the weather day by day with working time lost, labour by trade and plant, progress by area against the programme with photos, quality observations in each area with the specification clause, whether it is a defect and whether an instruction was issued, samples and tests witnessed, materials checked, instructions and variations noted, health and safety matters noted for the client, defects carried forward with their status, matters for the architect and next steps. 9 sections and 130 questions. Follow-up questions and guidance appear only when an answer calls for them, so the person on site never sees the ones that do not apply.

Make it your own: every question is editable

This is a starting point, not a fixed form. Once it is in your SiteSurvey account you can reword any question, add or remove questions, sections and answer options, and add your own logo, so it fits the way your team works and the jobs you do.

Details you only enter once

Add this form to a project in SiteSurvey and it fills in what the project already knows, so nobody on site retypes it and every form on the job uses the same names. Anything filled in can still be changed.

  • Project: the project name
  • Site address: the site address, from the space or the project
  • Client or employer: the project's customer

Contract and report details

  • ProjectShort answer

    Filled in from the project in SiteSurvey.

    Fills in from the project name
  • Site addressShort answer
    Fills in from the site address, from the space or the project
  • Client or employerShort answer
    Fills in from the project's customer
  • Location (GPS)Short answer
  • Report date*Date
  • Clerk of works*Short answer
  • Report numberShort answer
  • Period from*Date
  • Period to*Date
  • Contract week*Number
  • Contract period (weeks)Number
  • Share of the contract period used (%)Worked out by the form
    Shown only when the answers above make it relevant
  • Form of contract*Choose one
    • JCT Standard Building Contract (SBC)
    • JCT Intermediate Building Contract (IC or ICD)
    • JCT Design and Build
    • JCT Minor Works
    • NEC
    • Other or bespoke
    • Not known
  • Contract name or referenceShort answer
  • Architect or contract administrator*Short answer
  • Contractor*Short answer
  • Quantity surveyorShort answer
  • Contractor's site managerShort answer
  • Contract completion dateDate
  • Clerk of works appointed byShort answer

    For example the council's housing team.

  • Weather on siteAnswer
  • CheckThis is the clerk of works' report to the client and the architect or contract administrator. It records what was inspected and seen. It does not instruct the contractor, value the work, certify completion or approve anything under the contract or the building regulations.
  • GuidanceWhat a clerk of works may tell the contractor to do depends on the appointment and the contract. JCT's 2024 practice note shows the clerk of works is provided for in the Standard Building Contract (SBC) and the Intermediate contracts (IC and ICD), but not in Design and Build or Minor Works; the power to issue directions is "limited" under SBC and "no" under IC and ICD. Read your own contract and appointment.
  • GuidanceSBC: the clerk of works has a limited power to issue directions. Record each one on page 6 and check what the contract says has to happen for it to take effect.
    Shown when “Form of contract” is “JCT Standard Building Contract (SBC)”
  • GuidanceIC or ICD: the practice note shows no power for the clerk of works to issue directions. Report matters to the architect or contract administrator, who instructs.
    Shown when “Form of contract” is “JCT Intermediate Building Contract (IC or ICD)”
  • CheckThis contract does not provide for a clerk of works. Your role and reporting line come from your appointment by the client.
    Shown only when the answers above make it relevant

Weather and working days

  • Days in the period
    Repeat for each day. Each one asks:
    • Day*Date
    • WeatherChoose one
      • Dry
      • Showers
      • Rain
      • Heavy rain
      • Snow or frost
      • High wind
      • Hot
    • Temperature at 8 amShort answer

      With the unit, for example 9 C.

    • Work on site*Choose one
      • Full day
      • Part day lost
      • Whole day lost
      • Not a working day
    • Hours lostNumber
      Shown when “Work on site” is “Part day lost”
    • What stopped, and whyShort answer
      Shown only when the answers above make it relevant
    • day_lost_flagWorked out by the form
  • Whole working days lostWorked out by the form
  • Hours lost on part daysWorked out by the form
  • GuidanceRecord what stopped and for how long. Whether lost time changes the completion date is decided under the contract by the architect or contract administrator, not by this report.
    Shown only when the answers above make it relevant

Labour and plant

  • Labour on site
    Repeat for each entry. Each one asks:
    • Trade*Short answer
    • CompanyShort answer
    • Average on site per day*Number
  • Average people on site per dayWorked out by the form
  • Main plant on siteNotes

    For example 13 t excavator, telehandler, forklift.

  • Visitors and inspections by othersNotes

    For example building control, warranty inspector, utility.

Progress and quality by area

  • GuidanceAdd an area for each plot, block or zone you inspected. Stand back for one progress photo, then add a quality observation for each thing worth recording, with the specification clause or drawing it is checked against.
  • Programme and revision checked againstShort answer
  • Areas inspected
    Repeat for each entry. Each one asks:
    • Area*Short answer

      For example plots 9 to 12, block B ground floor, external works.

    • Work this weekShort answer

      For example brickwork to first floor, roof trusses.

    • Planned complete by now (%)Number

      From the contractor's programme.

    • Actual complete (%)Number
    • Difference from the programme (percentage points)Worked out by the form
      Shown when “Planned complete by now (%)” is answered and “Actual complete (%)” is answered
    • Why it is behind, as the contractor explains itNotes
      Shown only when the answers above make it relevant
    • area_behind_flagWorked out by the form
    • Progress photosPhotos
    • Quality observations in this area
      Repeat for each entry. Each one asks:
      • Ref*Short answer

        For example Q18-01.

      • Location*Short answer

        Plot, room, gridline or elevation.

      • Element*Short answer

        For example cavity wall ties, ground beam, roof underlay.

      • Specification clause or drawing referencedShort answer

        For example spec F30/120, drawing A-201 rev C.

      • What you saw*Notes
      • Defect or not*Choose one
        • Defect: not to the drawing or specification
        • Observation: to watch or confirm
        • Good workmanship noted
      • Instruction issued to the contractor?*Choose one
        • Yes
        • No
        Shown only when the answers above make it relevant
      • Issued byChoose one
        • Architect or contract administrator
        • Clerk of works direction, as the contract allows
        • Other
        Shown when “Instruction issued to the contractor?” is “Yes”
      • Instruction referenceShort answer
        Shown when “Instruction issued to the contractor?” is “Yes”
      • Told to, and whenShort answer

        For example site manager, Tue 10:30.

      • PhotoPhotos
      • Status*Choose one
        • Open
        • Put right and checked this week
        Shown when “Defect or not” is “Defect: not to the drawing or specification”
      • ob_open_defectWorked out by the form
    • a_obsWorked out by the form
    • a_defectsWorked out by the form
    • a_defects_openWorked out by the form
    • a_instrWorked out by the form
  • Areas behind the programmeWorked out by the form
  • Quality observationsWorked out by the form
  • Defects recorded this weekWorked out by the form
  • Of which still openWorked out by the form
  • Observations with an instruction issuedWorked out by the form
  • Walk Cam: weekly walkWalk Cam video with voice-to-text

    Optional. Film a guided walk-round on the SiteSurvey app.

Samples, tests and materials

  • Samples and tests witnessed
    Repeat for each entry. Each one asks:
    • Sample or test*Short answer

      For example concrete slump, drain air test, brick sample panel.

    • WhereShort answer
    • Specification clause or standard named in itShort answer
    • Carried out byShort answer
    • Result*Choose one
      • Passed
      • Failed
      • Results awaited
      • Sample approved
      • Sample rejected
    • Reading or result as recordedShort answer

      As the tester recorded it.

    • Retest dateDate
      Shown only when the answers above make it relevant
    • PhotoPhotos
    • t_failWorked out by the form
  • WitnessedWorked out by the form
  • Failed or rejectedWorked out by the form
  • WarningA test failed or a sample was rejected. Do not let the work be covered until it passes, and tell the architect or contract administrator.
    Shown only when the answers above make it relevant
  • Materials checked
    Repeat for each entry. Each one asks:
    • Material or product*Short answer
    • Delivery note or batchShort answer
    • Matches the specification or approved sample?*Choose one
      • Yes
      • No
      • Could not confirm
    • What is different, and what was doneNotes
      Shown only when the answers above make it relevant
    • Stored to keep it dry and undamaged?Yes or No
    • PhotoPhotos
    • m_badWorked out by the form
  • CheckedWorked out by the form
  • Not to the specificationWorked out by the form

Instructions, variations and queries

  • Instructions, variations and queries noted
    Repeat for each entry. Each one asks:
    • Type*Choose one
      • Architect's or contract administrator's instruction
      • Variation or change
      • Clerk of works direction
      • Query to the design team
      • Drawing or specification revision
    • Reference*Short answer
    • What it covers*Notes
    • On site*Choose one
      • Seen carried out
      • In progress
      • Not started
      • Waiting for an answer
  • Waiting for an answerWorked out by the form
  • Are the drawings on site the current revisions?Yes or No
  • Which are out of dateNotes
    Shown when “Are the drawings on site the current revisions?” is No

Health and safety noted for the client

  • GuidanceRecord what you saw and who you told. The principal contractor plans, manages and monitors the construction phase (CDM 2015, regulation 13(1)); this page tells the client what you noticed and does not take on that duty. Anything dangerous: tell the site manager straight away.
  • Anything to note for the client this week?*Yes or No
  • Health and safety matters
    Repeat for each matter. Each one asks:
    Shown when “Anything to note for the client this week?” is Yes
    • What you saw*Notes
    • WhereShort answer
    • Who on site you told, and when*Short answer
    • PhotoPhotos
  • Matters notedWorked out by the form
    Shown when “Anything to note for the client this week?” is Yes

Defects carried forward

  • Defects from earlier reports
    Repeat for each entry. Each one asks:
    • Ref*Short answer
    • LocationShort answer
    • Defect*Notes
    • First reported (week)Short answer
    • Status this week*Choose one
      • Still open
      • Put right and checked
      • Referred to the architect
      • Disputed by the contractor
    • What showed it was put rightShort answer
      Shown only when the answers above make it relevant
    • PhotoPhotos
      Shown only when the answers above make it relevant
  • Carried forwardWorked out by the form
  • Put right this weekWorked out by the form
  • Still not closedWorked out by the form
  • Defects open at the end of this weekWorked out by the form

Matters for the architect, next steps and sign-off

  • Open defects, failed tests and materials not to specificationWorked out by the form
  • ResultWorked out by the form
  • Actions
    Repeat for each action. Each one asks:
    • Action*Notes
    • PriorityChoose one
      • Urgent: before work carries on
      • Before it is covered up
      • This week
      • Before completion
    • Who will do it*Short answer
    • Due byDate
    • Status*Choose one
      • Open
      • In progress
      • Done, checked
    • Photo when donePhotos
      Shown when “Status” is “Done, checked”
  • Actions still openWorked out by the form
  • Decision*Choose one
    • Nothing for the architect this week
    • Matters for the architect: see the actions
    • Urgent: architect to visit or instruct
  • Next report dateDate
  • Next week: what to inspect or witnessNotes

    For example drain test plots 13 to 16, first fix in plot 9.

  • Report sent toTick all that apply
    • Client
    • Architect or contract administrator
    • Quantity surveyor
    • Contractor (copy)
    • Principal designer
  • Summary for the client and architectNotes
  • Clerk of works nameShort answer
  • Clerk of works signature*Signature
  • Received for the architect or contract administrator nameShort answer
  • Received for the architect or contract administrator signatureSignature

See it filled in

A completed clerk of works report report, made by SiteSurvey from a fictional site visit: every answer, the photos, the guidance that applied and the sign-off, ready to send as a PDF.

See completed form (PDF) ↗

Clerk of works report FAQs

Who does a clerk of works report to?

Usually the client. An article on JCT's website by the chief executive of the Institute of Clerks of Works and Construction Inspectorate (ICWCI) says it is usual for a clerk of works to be employed as the client's representative, typically under the direction of the architect, engineer or project manager, and that employing one is not mandatory. ICWCI adds that what a clerk of works covers depends on the basis on which they are employed. The form records your appointment and sends the report to the people you tick.

Sources: JCT, The Role of the Clerk of Works (by the ICWCI chief executive) and Institute of Clerks of Works and Construction Inspectorate, The Role.

Can a clerk of works instruct the contractor?

It depends on the contract and the appointment. JCT's 2024 practice note shows the clerk of works is provided for in the Standard Building Contract and the Intermediate contracts (IC and ICD), but not in Design and Build or Minor Works, and that the clerk of works' power to issue directions is limited under the Standard Building Contract and absent under IC and ICD. Read your own contract. The form records whether an instruction was issued and by whom.

Source: JCT Practice Note, Deciding on the appropriate JCT contract 2024 (table, page 31).

How is this different from a site inspection report?

The site inspection report records one visit by a site manager, clerk of works or contract administrator. This report is the clerk of works' weekly record for the client: the reporting period and contract week, weather day by day, quality observations tied to specification clauses, whether each led to an instruction, tests and materials, and defects carried forward from earlier weeks.

Does the clerk of works take responsibility for health and safety?

Not by writing this report. Under CDM 2015, regulation 13(1), the principal contractor plans, manages and monitors the construction phase and coordinates health and safety during it. The form's health and safety page records what the clerk of works noticed and who on site was told, so the client knows. Anything dangerous goes to the site manager straight away.

Source: Construction (Design and Management) Regulations 2015, regulation 13, duties of a principal contractor.

Does the report decide extensions of time for bad weather?

No. It records what stopped, for how long, and the whole days and hours lost. Whether lost time changes the completion date is decided under the contract by the architect or contract administrator, and the form says so.

Can I add photos and send the report to the architect?

Yes. Each area is a space in SiteSurvey with its own progress photos, and each quality observation, test and carried-forward defect can have a photo. The finished report is a PDF you can share as a link with the client, the architect and the quantity surveyor.

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