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Clerk of Works Report Template
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Need a complete Clerk of Works Report template? Sitemate's Clerk of Works Report already has sections for progress updates, health and safety updates, variations and valuations, photos, issues, and action items. You can easily generate and update professional Clerk of Works Reports instantly with a single click to save time and enhance the reporting process.
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Curious how this Clerk of Works Report works? Check out the example below to see exactly what the completed document looks like, from project details and progress observations through to health and safety notes, variations, and action items. You can generate your own version just as quickly, export it as a custom form with your company or project details included, and fill in the relevant site information to have a finished, submission-ready Clerk of Works Report in a matter of minutes.
This Clerk of Works Report template was built using Dashpivot's field reporting platform, incorporating the standard sections and reporting structure that construction quality professionals expect to see in a professional Clerk of Works Report. The template can be edited to match your project's contractual requirements, reporting cadence, and quality management standards, and completed reports can be exported to PDF or CSV instantly for distribution and record-keeping.
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What is a Clerk of Works Report?
A Clerk of Works Report is a document used to record site inspections and monitor the quality of construction work. It is completed by a Clerk of Works, who checks whether materials, workmanship, and construction activities follow the approved drawings, specifications, and project requirements. The report records inspection findings, defective work, materials used, site observations, and any issues that require attention. It also helps track corrective actions and ensures that construction quality is monitored throughout the project.
Applicable Standards and Policies for Clerk of Works Report
The structure of a Clerk of Works Report depends on the client's requirements, the type of project, and the standards the project follows; however, there is a general structure to ensure that reports meet quality control, health and safety, and regulatory compliance, regardless of the specific requirements.
- JCT Standard Building Contract (SBC)
- NEC Engineering and Construction Contract
- RIBA Plan of Work
- RICS Guidance on Clerk of Works
- Building Regulations (England and Wales)
- ISO 9001 Quality Management Systems
Staff Members and Parties That Use the Clerk of Works Report
Clerk of Works Reports require personnel who understand the processes behind every construction activity conducted. To ensure the report is accurate and useful, the following staff members should be involved in its preparation:
- Clerk of works: These are the personnel who primarily fill out the report. They record every detail of the activity while it is in progress on-site. They record the work performed, the variations, the findings, and other important information in the report.
- Managers and supervisors: These personnel watch and lead the construction activity according to the approved plan. It is in their jurisdiction that tasks are completed based on quality and safety standards.
- Safety and quality compliance coordinators: These personnel audit the quality of the job and the safety measures provided to control hazards.
Business Risks Reduced by the Clerk of Works Report
The Clerk of Works Report is a necessary document for checking the progress and quality of the activities by proactively recording vital details. The record will serve as a guide for the decisions needed for the project to move forward without any delay. Failing to make this report or producing an inaccurate one could lead to the following business risks:
- Cash flow friction
- Delayed invoicing
- Unmet targets and quotas
- Customer disputes and loss of trust
- High costs for non-compliance
- Damaged reputation
- Low chances of winning future bids
Business Opportunities Created by the Clerk of Works Report
Completing a Clerk of Works Report can provide more than just information about an ongoing or completed construction activity. The report will serve as a guide in moving the activity or project much more efficiently and helps identify potential problems that can be mitigated before they escalate into something major. The Clerk of Works Report will also present the following business opportunities:
- Data-driven decisions
- Predictive plans
- Smarter scheduling
- Plans are tracked accurately
- More efficient performance
- Good company reputation
What makes a good Clerk of Works Report
A good Clerk of Works Report should have the following standard sections:
- Project information
- Present position
- Variations
- Valuations
- Action plan
- Photos
- Clerk of works signature
How to Create a Clerk of Works Report
Creating a thorough and professional Clerk of Works Report requires the right structure, consistent coverage of key site observations, and a clear record of any actions required. Follow these steps to build an effective Clerk of Works Report from scratch.
Requirements before making a Clerk of Works Report
- Clerk of works site pass
- Project information and contracts
- Approved construction plan
- Construction documents and drawings
- Attendance records
- Previous inspection records
- Compliance certificates
- Stakeholder channels
Add the information section
This provides a summary of the site. It should have the following fields:
- Week ending
- Project name
- Contract period
- Site
- Weather report
- Verification of whether the reporter gained safe access to the site.
- Verification of site cleanliness.
Add the present position section
This section details what is in progress. It should have the following sections:
- Activity on site since previous reporting
- Overview of planned activity in the next 2 weeks
- Verification of whether the project is progressing on time.
Add the variations section
This section provides details of the variations given by the contractor. It should have the following fields:
- Verification of whether a variation to the contract is being requested.
- Verification of the validity of the request.
- Cost of variation
- Details of variation
Add the valuations section
This section provides details on the valuations. It should have the following fields:
- Verification of whether a valuation is being requested.
- Verification of the validity of the request.
Add the action plan section
This provides a summary of the action plan needed to move the project forward more efficiently. It should have the following fields:
- Issues
- Action required for each issue
- Deadline for each action required
- Person responsible for each action required
- Comments
- Clerk of works signature
Clerk of Works: Monitoring Construction Quality and Workmanship
Construction work needs to be monitored throughout the project to ensure that materials, workmanship, and completed activities meet the required specifications. Issues such as poor workmanship, incorrect material use, defective installations, and work that does not follow approved drawings can lead to rework, delays, and additional costs. A Clerk of Works Report helps document site inspections, construction activities, quality concerns, and any issues identified during the project. It also provides a record of whether the work follows the approved plans and specifications. Keeping these reports updated helps the project team address defects early, monitor construction quality, and keep track of outstanding work.
How to Create Your Clerk of Works Report in an App or Software System
A well-designed Clerk of Works report improves the reporting process by removing the friction between observing something on site and having it documented, distributed, and actioned. When a Clerk of Works can complete their report on a mobile device during or immediately after a site visit, capturing photos, logging defects, updating action item statuses, and recording instructions in real time, the quality and accuracy of the report improves significantly compared to reconstructing observations from handwritten notes hours later.
How to create a Clerk of Works Report in an app
Using an app that employs digital forms instead of paper-based ones may help improve the process by:
- AI assistance
- Having fewer manual data entries
- All produced forms are stored in a single-access cloud
- Reformatting is straightforward and can be adapted to new protocols or updated standards.
- Formula integration is much simpler
- Workflows and notifications may be automated and scheduled
- Improved template design and look
Creating the information section
- Add a date field for the week ending.
- Add a 3-column table. Format all the columns as text fields for the project name, contract period, and site.
- Add a selection field for weather. Use the following selection items: fine, cloudy, rain, and snow. You can add colors to each selection item to make the report more appealing.
- Add a yes-or-no field so users can verify if they are able to gain safe access to the property.
- Add a yes-or-no field so users can verify if the site is clean.
Creating the present position section
- Add a text field for the activity on-site since the previous report.
- Add another text field for the overview of planned activities for the next 2 weeks.
- Add a yes-or-no field to verify if the project is progressing on time. Make sure to leave a space for comments.
Creating the variations section
- Add a yes-or-no field to verify whether the contractor is requesting a variation to the contract.
- Add another yes-or-no field to verify whether the variation is valid.
- Add a 2-column table where users can freely add rows.
- Format the first column as a text field for cost of variation.
- Format the second column as a text field for details of variation.
- Add a photo field so users can upload photos relevant to the variation items.
Creating the valuations section
- Add a yes-or-no field to verify whether the contractor is requesting a valuation.
- Add another yes-or-no field to verify whether the valuation is valid.
Add the action items section
- Add a 4-column table where users can freely add rows.
- Format the first column as a text field for the issues identified.
- Format the second column as a text field for the action required.
- Format the third column as a date field for the action required's deadline.
- Format the fourth column as a text field for the person responsible.
- After creating the table, add a multiple-text field for additional comments or notes.
- Add a photo field so users can upload photos relevant to the issues identified.
- Add a signature field for the clerk of works.
Frequently Asked Questions
Who should complete the Clerk of Works Report?
The report is usually completed by a Clerk of Works who is responsible for checking construction quality and monitoring work on site. They may also coordinate with site supervisors, project managers, and engineers when reporting issues.
When should the Clerk of Works Report be completed?
The report should be completed during or after a site inspection. It can also be updated regularly throughout the project to keep track of construction progress and any issues that need attention.
How should issues requiring corrective action be recorded?
Describe the issue, where it was found, and what needs to be done to fix it. You can also include the person responsible and the expected completion date to make follow-ups easier.
Why is it important to keep Clerk of Works Reports?
These reports help keep track of construction quality, inspection findings, and defects throughout the project. They also make it easier to follow up on outstanding work and keep everyone involved updated on issues that need attention.
About the Author
Felmar Mantalaba
Content Engineer
LinkedIn
Education
Cebu Institute of Technology - University - Mechanical Engineering with Mechatronics
Bio
Felmar is a mechanical engineer, whose four years of experience in the mining industry inspired him to write and share stories to progress the revolution of new technologies and create smarter, smoother ways of living.
Past Projects
Safety, Health, and Environment Management System (SHEMS) CoordinationSHEMS Coordinator at Atlas Consolidated Mining, ensuring organizational compliance with ISO 14001 and ISO 45001 standards, performing risk assessments, developing policies, and conducting audits and inspections to maintain a safe and environmentally responsible workplace.
Maintenance Management and OptimizationSenior Maintenance Manager (OIC) leading equipment maintenance and operational efficiency initiatives, reducing downtime by 10%, improving Mean Time Between Failure (MTBF) and Mean Time To Repair (MTTR) for major equipment, and managing maintenance schedules, manpower, and materials, while overseeing capital project optimization.
Inspection Engineering and Equipment ReliabilityInspection Engineer responsible for technical blueprint interpretation, vendor collaboration, preventive maintenance scheduling, and data collection for vibration and temperature readings, delivering actionable recommendations and comprehensive reports to improve equipment reliability and operational performance.
End-to-End Operational Oversight in Mining EngineeringContributed to multiple facets of operational management, including SHEMS compliance, maintenance optimization, inspections, and capital project evaluation, integrating safety, reliability, and efficiency improvements across all stages of copper production operations.
Version history
Last edited on 16 November 2026, template version 25-11-v2