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Site visit report template
A general purpose site visit report for any kind of visit, from a routine check to a meeting or handover. Record why you went and who was there, each finding with photos and any action, then the overall notes, the next visit and your signature. Every question is listed below, and you can fill the live form in on this page.
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Open the form on this phoneWhat should a site visit report include?
A site visit report should record the site, the date, the purpose of the visit and the name, company and role of each person present. It should list each finding by area with an observation and photos, and for any action say who will do it and by when. It ends with overall notes, whether another visit is needed and a dated signature.
Last updated . Facts checked by the SiteSurvey team on 5 October 2026 against ICO: what is personal data, ICO: the data minimisation principle and ICO: the storage limitation principle.
Try the site visit report form live
Answer a few questions and watch it adapt. Your answers are not saved, and any photos you add are deleted within the hour.
This is the real form as your team would use it: questions appear as you answer, scores work themselves out and you can add photos and signatures. No sign-up needed.
Want to see one filled in? See a completed site visit report report (PDF), made by SiteSurvey from a fictional site visit.
Fill it in on a phone or tablet
Your team completes the site visit report on site in the SiteSurvey app on iPhone, iPad and Android phones and tablets. The project name and address fill in for them, it works without signal, and it syncs when the device is back online with photos kept against the question they answer.
Customers and subcontractors do not need the app: send them a link and they can fill it in from any browser.
Every question in the site visit report template
General purpose visit: purpose, who was there, findings with photos, actions and follow-up. 4 sections and 21 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.
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: the site, when the form is opened for a space or a product
Visit
Where, when, why and who was there.
- ProjectShort answer
Filled in from the project in SiteSurvey.
Fills in from the project name - Site*Short answerFills in from the site, when the form is opened for a space or a product
- Date of visit*Date
- Time on siteShort answer
- Purpose of the visitChoose one
- Routine visit
- Progress check
- Inspection
- Survey
- Fault or complaint
- Meeting
- Handover
- Other (describe)
- What was the visit for?Notes
- People presentNotes
Name, company and role of each person.
Findings
One entry for each thing you saw or discussed.
- FindingsRepeat for each finding. Each one asks:
- AreaShort answer
- ObservationNotes
- PhotosPhotos
- Is action needed?Yes or No
- ActionShort answerShown when “Is action needed?” is Yes
- Who will do it?Short answerShown when “Is action needed?” is Yes
- Due dateDateShown when “Is action needed?” is Yes
- Actions raisedWorked out by the form
Summary and follow-up
The overall picture and what happens next.
- Overall notesNotes
- Is another visit needed?Yes or No
- Next visit dateDateShown when “Is another visit needed?” is Yes
Sign-off
- NameShort answer
- DateDate
- SignatureSignature
See it filled in
A completed site visit 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.
Site visit report FAQs
What kinds of visit is this report for?
Any. The purpose list covers a routine visit, progress check, inspection, survey, fault or complaint, meeting and handover, and there is space to say what the visit was for.
How are actions recorded?
Each finding asks whether action is needed. If it is, the form asks for the action, who will do it and the due date, and it counts the actions raised on the visit.
Is this different from a site inspection report?
Yes. This form is short and general. The site inspection report template is built for construction visits, with weather, labour, progress against the programme, tests and queries.
Can I change the questions?
Yes. In SiteSurvey the form comes from the library as an editable form, so you can add or remove questions and add conditional questions to suit your visits.
Is it OK to record the names of people at the visit?
Yes, but a name with a company and role is personal data, so UK data protection law applies. The ICO says to hold only the personal data you need for your purpose and to keep it no longer than you need it, so set how long you keep visit reports.
Can I fill it in on a phone and send it?
Yes. In the SiteSurvey app the form works offline, attaches photos to each finding, collects a signature and produces a PDF report or share link when it syncs.
Related
Related templates
Templates that go with the site visit report form
Site visit report: weather, labour, progress against programme, area by area record, tests, queries and instructions.
Customer acceptance at handover: work completed, outstanding items, customer name and signature.
One issue, fast: where, what, photo, priority, who owns it.
Delivery record signed on the device: items with quantities and condition, where they were left, photos, exceptions and the name and signature of who received them.
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