Site Diary Generator
Keep a proper daily record of what happened on site — weather, who was working, deliveries, instructions, variations and delays — filled in day by day so it stands up as the contemporaneous evidence behind a variation or extension-of-time claim. Free A4 PDF; editable Word on email.
1 Project & day
2 Conditions
3 Workforce on site
4 Plant, deliveries & visitors
5 Events & progress
6 Sign-off
SITE DIARY
Project
Contractor
Export this site diary
The A4 PDF is free to download now. Enter your email once to unlock the editable Word version and add your own logo.
- Editable Word template — reword it and reuse it
- Your own logo on the document (PDF & Word)
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We keep our trade tools free to use — no sign-up to run them and no pop-ups. If it helped, an honest review helps us improve these tools and helps other trade businesses find them.
Leave an honest Google reviewReviews are optional. Please only review based on your genuine experience.A "template" is a blank grid you fill in later
Search for a site diary template and you get blank Word and Excel grids to print, or a SaaS app that wants your email first. Neither helps you keep the record on the day — which is the entire point of a site diary.
This fills in on screen, day by day, and exports a clean dated record — the contemporaneous log that actually carries weight later.
The record built to back a claim
When a job overruns or the scope changes, the question is always ‘what actually happened, and when?’ A site diary with structured fields for instructions, variations, delays and who was on site answers it.
Each day is dated and signed, so the diary becomes evidence for a variation or extension-of-time claim rather than a vague memory.
Everything a day on site should capture
Contemporaneous beats reconstructed
A record made at the time carries far more weight than notes written up weeks later for a claim. That is what ‘contemporaneous’ means, and it is why a daily diary is worth the five minutes.
Keep it consistently — a gap in the diary is a gap in the story.
Site diary vs daywork sheet
Site diary
The narrative daily record — what happened on site, who was there, what held things up.
Daywork sheet
A priced time-and-materials claim for specific extra work, on a day-work basis. Different document, different purpose.
A record, not a legal opinion
This helps you keep a clear, dated site record and export it — it doesn't submit a claim, notify anyone, or replace the notice provisions in your contract (e.g. NEC or JCT timescales).
It's a document aid for recording site activity, not legal or contractual advice. For a formal claim, follow your contract and take advice.
Turn it into a connected job workflow
FieldHive keeps the enquiry, quote, job, invoice and payment connected — so it's built from the accepted quote instead of retyped, and the numbers carry through.
Other free tools for your trade
More FieldHive document tools — and the calculators behind the figures.
Job Sheet Generator
Record on-site work and capture a customer sign-off, then export a clean A4 PDF.
record the work carried out →Work Order Generator
Authorise a job to start — agreed scope and price, who authorised it, sign to proceed.
authorise work to start →Snag List Generator
Track every defect to fixed before sign-off — location, priority, owner and status.
track the defects to fix →Delivery & Handover Note Generator
Create a delivery note for goods on site or a handover note to sign off finished work — with proof of delivery.
sign off deliveries to site →Site diary questions
Quick answers to the questions people ask most.
The record that protects your claim
When a job slips, the site diary is your evidence. FieldHive keeps the diary, the job and the variations together — so nothing that cost you time goes unrecorded.
