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Office fit-out site diary example: second fix with a late delivery

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Office fit-out site diary example: second fix with a late delivery

Office fit-out with five trades on site

Second fix: late ceiling tiles stand three men down, and the client’s agent moves two sockets.

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What to change

  • Your project, people and company
  • The trades you have on site
  • Who signs

Sources

Checked

  1. Site DiaryHollins & Reed Contracting LtdDate15 Sep 2026ProjectOffice fit-out, Unit 3Job numberHR-2402Weather amDry, 16°CWeather pmDry, 18°CTrades on siteCompanyNo.HoursSite managerHollins & Reed Contracting Ltd19ElectriciansHollins & Reed Electrical Ltd38PlumbersHollins & Reed Plumbing Ltd28Heating engineersHollins & Reed Heating Ltd28Ceiling fixersHollins & Reed Interiors Ltd38DecoratorsHollins & Reed Decorating Ltd28Total on sitePeople and hours13105AreaWork carried outOpen officeCeiling fixers: finished the last of the grid by 08:30. Carried the tiles up 11:30 to 12:00. Laid them12:30 to 16:30, 96 m² of the 140 m². 44 m² left for tomorrow.Open officeElectricians: second fix of floor boxes, 18 of 24 done.Open officeHeating engineers: hung 6 of 8 radiators. Pressure test tomorrow, once the last 2 are on.Meeting roomElectricians: moved 2 double sockets as instructed, 13:00 to 14:30, 2 men, 3 hours in all.Meeting roomDecorators: mist coat on the south and west walls. East and north walls left until tomorrow, forthe 2 sockets moved between them.KitchenPlumbers: fixed sink, taps and water heater. Tested at 15:00, no leaks.CorridorDecorators: first coat on the walls.Hold-upsCeiling tiles due by 08:00, arrived 11:30, ticket M 20577 from Hollins & Reed Builders Merchants Ltd. I rang them at 08:20and they gave 11:30, so I told the client’s agent at 08:40.Cost of the wait, 08:30 to 11:30: 3 hours each for the 3 ceiling fixers, 9 hours in all. No other work for them on this floor untilthe tiles came. The ceiling was due to finish today and now finishes tomorrow morning. Handover on 9 October still holds.Instruction: at 10:15 the client’s agent asked for 2 double sockets in the meeting room to move from the east wall to thenorth wall. I confirmed it by email at 10:40. Cost to follow: 3 hours for the electricians, making good the old and new socketpositions, and 2 walls painted a day later.SignedsignedNameDan HollinsDate15 September 2026Worked example of a made-up job. Not a record of real work.

The same sheet as text

Worked example of a made-up job. Not a record of real work.

Site Diary

Hollins & Reed Contracting Ltd

  1. Date15 Sep 2026
  2. ProjectOffice fit-out, Unit 3
  3. Job numberHR-2402
  4. Weather amDry, 16°C
  5. Weather pmDry, 18°C

Trades on site

  1. Site managerCompany: Hollins & Reed Contracting Ltd. No.: 1. Hours: 9
  2. ElectriciansCompany: Hollins & Reed Electrical Ltd. No.: 3. Hours: 8
  3. PlumbersCompany: Hollins & Reed Plumbing Ltd. No.: 2. Hours: 8
  4. Heating engineersCompany: Hollins & Reed Heating Ltd. No.: 2. Hours: 8
  5. Ceiling fixersCompany: Hollins & Reed Interiors Ltd. No.: 3. Hours: 8
  6. DecoratorsCompany: Hollins & Reed Decorating Ltd. No.: 2. Hours: 8
  7. Total on siteCompany: People and hours. No.: 13. Hours: 105

Area

  1. Open officeWork carried out: Ceiling fixers: finished the last of the grid by 08:30. Carried the tiles up 11:30 to 12:00. Laid them 12:30 to 16:30, 96 m² of the 140 m². 44 m² left for tomorrow.
  2. Open officeWork carried out: Electricians: second fix of floor boxes, 18 of 24 done.
  3. Open officeWork carried out: Heating engineers: hung 6 of 8 radiators. Pressure test tomorrow, once the last 2 are on.
  4. Meeting roomWork carried out: Electricians: moved 2 double sockets as instructed, 13:00 to 14:30, 2 men, 3 hours in all.
  5. Meeting roomWork carried out: Decorators: mist coat on the south and west walls. East and north walls left until tomorrow, for the 2 sockets moved between them.
  6. KitchenWork carried out: Plumbers: fixed sink, taps and water heater. Tested at 15:00, no leaks.
  7. CorridorWork carried out: Decorators: first coat on the walls.

Hold-ups

  1. Ceiling tiles due by 08:00, arrived 11:30, ticket M 20577 from Hollins & Reed Builders Merchants Ltd. I rang them at 08:20 and they gave 11:30, so I told the client’s agent at 08:40.
  2. Cost of the wait, 08:30 to 11:30: 3 hours each for the 3 ceiling fixers, 9 hours in all. No other work for them on this floor until the tiles came. The ceiling was due to finish today and now finishes tomorrow morning. Handover on 9 October still holds.
  3. Instruction: at 10:15 the client’s agent asked for 2 double sockets in the meeting room to move from the east wall to the north wall. I confirmed it by email at 10:40. Cost to follow: 3 hours for the electricians, making good the old and new socket positions, and 2 walls painted a day later.

Sign-off

  1. Signedsigned
  2. NameDan Hollins
  3. Date15 September 2026

What a filled site diary shows

  • Who was on site, and for how long

    Trades, numbers and hours, day by day.

  • What was done, and where

    The work, by area, in plain words.

  • What arrived and who came

    Deliveries with times and tickets, and every visitor.

  • What went wrong, and what it cost in time

    The cause, how long, and who it held up.

  • Signed by the person who was there

    Written at the time, not worked out later.

Two ways to keep your site diary

On paper, from the template

  • Print the blank and keep it in the cabin
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Site diary example questions

Are these real jobs?

No. Every job, company, person and reading here is made up. The days are set in real seasons, so the weather fits the date.

Why does the date matter?

A diary is read years later, in a dispute over time or money. Its worth is that it was written at the time.

What goes in every day?

Who was on site and for how long, what was done, what arrived, who came, what went wrong, and the weather.

Can I use one as it is?

No. Write what happened on your job. Use an example to see the level of detail.

Excel, Word or PDF?

PDF to read or print. Word or Excel to change the page.

Where is the blank?

On the site diary template, with your logo and sections.