Site diary template Australia: what to write every day
A site diary template for Australian tradies and builders: the daily fields that matter, a worked wet-weather example, and how the diary backs QBCC extension-of-time claims.
When a job runs late, the side with the better site diary usually wins the argument. Queensland domestic contracts have strict written notice rules for extensions of time – see our EOT guide. This page is the diary template itself.
The short answer
- Write the diary the same day – memories fade and timestamps matter.
- Record weather, who was on site, what work was done, delays, variations discussed, instructions from the client or builder, and photos taken.
- Note start/finish times and any waiting (materials, other trades, access).
- Link delay entries to an EOT log with the business-day deadline counted.
- Keep it factual. No rants. Dates, times, names, what was said.
Daily template fields
- Date, job name / address, weather (am/pm), temperature if relevant
- Crew on site (names) and hours
- Work completed today (areas, stages, quantities)
- Materials delivered / shortages
- Other trades present and any clashes
- Delays: cause, hours lost, who was notified
- Client / builder instructions (quote them)
- Variations discussed (signed later)
- Photos / video file names
- Tomorrow's plan and signature
Worked example – wet weather delay
14 Oct 2026 · slab edge steel · rain from 06:40, site closed by builder at 07:15. Crew of 3 stood down after 0.5 h. Notified site manager (email 07:22). Photos: IMG_2041–2044 ponding on pad. Entered in delay log; EOT notice drafted same day within the 10 business day window for the QBCC domestic contract.
Pair the diary with tidy quotes and invoices from the Quote & Job Kit so commercial and site records match.
Quick answers
Is a site diary a legal requirement?
Not always by name, but contracts and dispute processes expect contemporary records. QBCC domestic EOT claims need timely written notice supported by facts.
Paper or spreadsheet?
Either works if it is filled in daily. Spreadsheets make it easier to filter one job's entries for a date range when a claim is prepared.
What if I forget a day?
Write it as soon as you remember and mark it as a late entry. Do not backdate silently.
Can photos replace the diary?
Photos help. They do not replace dated notes of who said what and how many hours were lost.
Sources
- QBCC Act Schedule 1B – domestic building contracts (PDF via QBCC)
- QBCC – Building contracts and consumer rights
- Andwat – EOT claims on QBCC domestic contracts
Related guides
- EOT claims on QBCC domestic contracts
- How to quote a job with GST
- Site induction checklist
- Test and tag register template
General information only, summarised from the official sources above as at the review date. It isn't legal, WHS or engineering advice. Rules change and your situation may differ, so check the source or ask a professional.