How to Use This Resource: Daily Site Supervisor Logbook & Safety Notes

Step 1 — Set up the day (2–3 minutes)

• Fill in site/day details (project, date, supervisor, start time).
• Confirm emergency arrangements are still correct for today (assembly point, access clear, first aider/fire marshal where applicable).
• List visitors (names/company) and why they’re there. If it’s a client visit, note any instructions given.

Step 2 — Record attendance and inductions (as people arrive)

• Record everyone on site, their company, trade, and work area.
• For new starters or anyone moved to a new work area/task: note they were inducted/briefed (and what was covered if it matters).
• If someone leaves early or a team changes, note it (helps explain programme changes and supervision levels).

Practical tip: keep the logbook with your sign-in sheet/board so you’re not trying to remember names at the end of the day.

Step 3 — Note weather and site conditions (and what you did about it)

• Write what matters: rain/wind/heat/frost and how it affected the job (e.g., “wind picked up 11:30 — stopped sheet lifting”).
• Record ground conditions and access (mud, ice, blocked routes) and any actions (grit, mats, reroute pedestrians).
• Confirm welfare is usable (toilets, water, drying/heating as needed).

Step 4 — Record work activities and areas (planned vs actual)

• List the main tasks and where they happened.
• Use the “what changed” notes for anything different (sequence change, different access, different kit, late delivery).
• If two trades share an area, note how you controlled it: time slots, barriers, one-at-a-time rule, spotter, separate access routes.

Step 5 — Do the key risk checks and write the findings

Ticking boxes isn’t enough on its own. Add short notes that show what you actually checked and what was done if something wasn’t right.

• Working at height: edge protection in place, scaffold tag status, ladder condition/angle/tie-off where relevant, MEWP checks, drop zone controls.
• Excavations & services: CAT scan done, permit to dig, edge protection, spoil placement, access/egress, supports/battering.
• Temporary works: props/needles in place, no unauthorised changes, exclusion where required.
• Traffic & plant: pedestrian routes, banksman, reversing controls, segregation, deliveries managed.
• Housekeeping: clear walkways, waste removed, nails/screws controlled, material stacked safely.
• Dust/noise/vibration: wet cutting, extraction, RPE use, restricted cutting times, neighbour controls.

Write actions like this: “Found trailing lead across access route at 10:15 — moved and taped; reminded team. Re-checked 14:00 OK.”

Step 6 — Record permits and authorisations (if any)

• For each permit issued/checked, record type, reference number, who it was issued to, time, and whether it was closed out.
• If you attach a permit copy, make sure the logbook references it (so you can match them later).
• If a permit was not needed (e.g., no hot works), leave blank or write “N/A” depending on your site rules—don’t invent entries.

Step 7 — Plant, equipment and lifting activity

• List key plant used (telehandler, excavator, dumper, MEWP, breakers, etc.) and the operator.
• Record pre-use checks and any defects (and what happened next: isolated, tagged out, repaired, replaced).
• For lifting: note lift plan in place, exclusion zone, and who acted as banksman/slinger. Record any changes made on the day.

Step 8 — Toolbox talks, briefings and changes to RAMS

• Record what briefing happened, who led it, and who attended (crew names or “all on site” if genuinely everyone attended).
• If RAMS changed: write what changed and how you briefed it. Note who approved it if approval was needed (e.g., manager, PC, temporary works coordinator).

Rule of thumb: if the way you do the job changed, the logbook should show how you kept it safe.

Step 9 — Issues, near misses, incidents and stop work

• Be factual: what happened, where, who was involved (names/companies), and the immediate action.
• Record who you reported to and when (especially for anything that could be RIDDOR, client-notifiable, or programme-critical).
• If you stopped work: note the reason and the controls agreed before restart (e.g., “new exclusion zone,” “revised lift plan,” “re-briefed RAMS”).

Step 10 — Actions list (keep it tight)

• Write actions so they can be closed: what, who owns it, due date, and closure (date/initials).
• Carry actions forward each day until closed. Don’t let the list reset daily.
• If an action becomes a bigger issue (design change, temporary works, service risk), escalate and note that escalation.

Step 11 — Supervisor summary and handover (end of day)

• Summarise the main controls that mattered today (not every small detail).
• Record what changed and why (weather, access, delivery delays, client request).
• Note key decisions and who agreed them (names, not “we decided”).
• Write the handover to tomorrow: what’s left, what needs checking first thing, and any restrictions.

Step 12 — Sign-off and file it

• Supervisor signs/initials at the end of the day.
• If your job requires it, get client/agent sign-off for specific days (major change, incident, high-risk work), not necessarily every day.
• Record where it’s filed and the record reference (so you can find it fast).