What are site visit minutes?
Site visit minutes record observations and discussions: progress, issues, instructions and decisions. They should let a reader see what was checked, what was decided and who needed to act. A long narrative without owners or follow-up leaves those questions unanswered.
When to use this document
- After regular progress visits.
- When instructions or changes need a written record.
- Before checking next time what was resolved and what remains open.
What to include in site visit minutes
- Project, date, visit number and attendees with roles.
- Previous minutes and the status of their outstanding actions.
- Observed works, areas visited and located issues.
- Instructions and decisions separated from observations.
- Owner, deadline and status of each action where actually agreed.
- Photo or drawing references, next checks and distribution details.
How to write minutes you can use on the next visit
- 1
Start with previous open actions
Check each action by its identifier. Keep open items visible and record what was verified before closing them.
- 2
Capture facts by area or topic
Record location and observation on site. Photos or voice notes reduce reliance on your memory later.
- 3
Turn decisions into actions
State the task, agreed owner and deadline. If they were not agreed, mark them as awaiting confirmation.
- 4
Review and share an identifiable version
Check names, dates and the meaning of instructions. Identify the version distributed and record amendments.
Common mistakes
- Carrying an action across visits without checking its status.
- Writing 'to be reviewed' without explaining what or by whom.
- Presenting a proposal as an approved instruction.
Content example
Observed progress
Partition works are reviewed on the first floor, east zone.
Agreed action
The contractor will check the services opening before closing the partition.
Next review
Check the installed solution on the next visit. Date to be confirmed.
Fictional, shortened example. Not a valid document for signature or certification.
Don't imagine the result. Open it.
What to check in Spain
In Spain, ordinary meeting minutes do not automatically replace the Libro de Órdenes y Asistencias or the health and safety Libro de Incidencias. The LOE refers to instructions by site professionals in the former. Keep the minutes' follow-up purpose distinct from any separately required records.
References to check
Practical guidance from DocuSite. Not an official form or a substitute for review by the responsible professional or the requirements applicable to your project.