The site diary: what it is, what it's for and how to keep one

Published 12/07/2026 · Buildflow

The site diary is one of the most important records on any job, and yet many companies still keep it in notebooks that get lost. Here is the essence of it.

What is a site diary?

It is the chronological record of what happens on site: work carried out, labour present, materials, weather conditions and any incidents of note.

What is it for?

• Following the real progress of the project
• Serving as evidence in disputes or claims
• Meeting contractual and legal requirements
• Communicating between the team, management and the client

What each entry should contain

Date, author, work carried out, team present, photos and notes. The more consistent it is, the more useful it becomes.

How to keep it digitally

A digital site diary keeps everything in the cloud, with photos and search, linked to project management. Try Buildflow with 14 days free.