The contractor’s field guides.

Turn a sold estimate into a first-day brief. A line in a proposal is not always an instruction a crew can use.

Worked example
Example: The signed scope includes tile installation but excludes moving plumbing. The owner selects grout by Thursday; the field lead checks delivery Friday before assigning the tile crew.

Accepted scope and version

Which dated proposal is the crew working from?

Included / excluded

Name one detail that would change the work.

First access and dependencies

What has to be ready before the crew arrives?

Open decision / decision owner

What is still unknown, who can resolve it and by when?

First field owner and next check

Who confirms the handoff is complete?

Leave a record another person can pick up tomorrow. Record what happened, what changed and who owns the next step.

Worked example
Example: The crew installed backing on the north wall. One cabinet arrived with a damaged corner. The lead photographed the package and asked purchasing to confirm a replacement time before tomorrow’s installation.

Job reference / date / recorder

Use a neutral job code when sharing a sample.

Work observed today

What was completed and where?

Blocker or exception

What was observed, and what is still uncertain?

Decision or follow-up owner

Name the role, the next action and its due time.

Evidence reference

Record the approved photo or document reference; keep private details in the job file.

Use this record to prepare a decision. It does not authorize a change or replace your contract or signed change-order procedure.

Worked example
Example: A homeowner asks to extend a backsplash to the ceiling. Record the extra area, material availability and labor question. The crew follows the original scope until the authorized change is documented.

Request / date / job reference

What was requested?

Baseline scope

Which existing description or drawing would change?

Effect to confirm

List work, price and schedule questions separately.

Decision owner and deadline

Who is authorized to decide and by when?

Status and written reference

Requested, under review, approved or declined. Link the actual authorization separately.

A short customer update should let the reader see progress, make the next decision and know when they will hear from you again.

Worked example
Example: Cabinet boxes are installed. Door installation is planned after the replacement hinge arrives; its delivery date is unconfirmed. Please choose the handle finish by Wednesday. The project lead will update you Thursday.

Completed since the last update

Only include work someone verified.

Next planned work

Distinguish a plan from a confirmed date.

One open decision

What do you need, from whom, by when?

Changes and uncertainties

Explain a delay or a dependency without guessing.

Next update

Name the responsible person and the next check-in.

“Done” is more helpful when the person receiving the job can see what was checked.

Worked example
Example: Upstairs linen door rubs at the head jamb. The carpenter adjusts it. The lead checks the full swing and latch, records the date and closes the item; a partial adjustment stays open.

Location and item

Describe one observable item in a specific location.

Correction owner and target

Who can complete it, and when will they report back?

Acceptance check

What would show the correction is complete?

Verification / date

Who actually checked it and what did they see?

Close or reopen

Record the result, evidence reference and any next action.