Site Visits – It is important to have written notes

There are an increasing number of claims asserted against design professionals relating to construction administration responsibilities. A common allegation is that the design professional was contractually obligated to make site visits and that the design professional did not do so often enough allowing the contractor to install defective work. These claims can be defended. However, even if the design professional agreed only to perform periodic observations, it is important to have written documentation demonstrating that visits actually occurred. It is time consuming and more difficult to try to prove that vists were made based solely upon testimony, billing records and expense reports (although this has been done). Consider using a standardized form either in paper or electronic format and instructing your employees to use this form for all site visits. Information you should consider including in your form: Date and time of observation Project name Weather Participants on site Trades on site Equipment on site General description of the status of construction Observations of any non-conforming work The forms should be maintained as part of your project file in keeping with any document retention policies of your company. Down the road if anyone questions whether you made site visits, you will have the proof.