Form library · Facilities and maintenance
A proof of visit for grounds maintenance contracts. Record the team, hours and weather, then each area with the tasks done (grass, edges, hedges, beds, leaves, litter, hard surfaces, weed control), photos and any issue found. The form checks for active bird nests before hedge or tree work and records any nest left uncut, records pesticide use and green waste, and gets the client's signature. Every question is listed below, and you can fill the live form in on this page.
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A grounds maintenance visit record should show the date, team and hours, each area visited with the tasks done and photos, any issues found such as damage or fly-tipping, any pesticide use, how green waste was dealt with, and the client's sign-off. Dated records with photos prove each visit in the contract was made.
Last updated . Facts checked by the SiteSurvey team on 17 October 2026 against section 1 of the Wildlife and Countryside Act 1981 (wild birds, their nests and eggs), GOV.UK: wild birds, protection and licences and article 67 of Regulation (EC) No 1107/2009 (pesticide record-keeping).
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Want to see one filled in? See a completed grounds maintenance report (PDF), made by SiteSurvey from a fictional site visit.
Walk Cam route · four guided clips
Film the whole garden, lawn and edges, planted beds, and a final view before signing off visible maintenance work.
Record the site, scheduled work and visit date before filming. Walk a repeatable route from overview to lawn edge, beds and a final view. Describe visible outcomes and missed locations, then compare with the agreed specification.
Show the maintained area from a fixed starting position so later close-ups can be located.
The staged garden overview shows lawn, border and paving from the patio.
Move along an accessible lawn edge under consistent light and show any missed growth or clippings.
A trimmed lawn edge is visible in the staged view; a full perimeter check is not established.
Record the bed surface, obvious weeds and retained plantings without disturbing them.
The planted border is shown in context; hidden roots and plant health are not assessed.
Show the remaining accessible planting and finish with wider garden context. Note paths or areas not shown.
The staged final clip shows planting bed detail; the path and wider property are not established.
A fictional six-page example with the four points, twelve stills from the clips, observations, follow-up actions and the limits of a visual record.
View the visual evidence (PDF) ↗ · Download the full sample report
A phone recording shows visible condition at one visit. It does not prove plant health, treatment effectiveness, hidden ground condition or that all contracted work was completed. Check the agreed maintenance scope separately. Example footage was generated in Google Flow and the observations are scripted; no real site is shown. Walk Cam works inside any form in the app. How Walk Cam works · All visual inspections
A grounds maintenance visit record: each area with tasks done, photos and issues, weed control, nesting bird checks before hedge work, waste removed, and the client's sign-off as proof of visit. 3 sections and 41 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.
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.
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.
Hours each person spent on site.
Record estimated current conditions for this visit. Keep your observations, visibility and local site conditions in the existing field below.
Optional. Mark the area once and the next team finds it, or mark where an issue is.
Optional. By tape or pacing, or from the site schedule.
Optional. Use a tape, or measure from a photo with something of known size in the same plane, such as a 1.83 m (6 ft) fence panel or a gate.
Optional. Film the four guided points on the SiteSurvey app; each clip keeps its spoken note.
A completed grounds maintenance 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.
It is an offence to intentionally take, damage or destroy the nest of any wild bird while it is in use or being built. GOV.UK advises timing work such as hedge and tree cutting to avoid the breeding season. The form asks whether nests were checked, warns if not, and records any active nest left uncut.
Professional users must keep a record of each plant protection product they use, with the product name, the time and dose of application and the area treated, for at least 3 years. The form records the product, area and dose for the visit; use the pesticide application record for the full details.
Yes. Each area has its own photos, so the client sees the result area by area.
Yes. The client or site contact signs on your phone, and the record goes as a PDF or a link.
Yes. Record damage, fly-tipping or hazards in each area so the client can act on them.
Grounds maintenance and landscaping contractors, housing associations, councils, schools and business parks.
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