Work acceptance / site visit
Work acceptance on site: geolocation, photos, documents and a signature inside the form. The only template that needs an electronic signature.
Who it is for and when to run it
For site supervisors, property managers, facility teams and homeowners signing off a renovation. Anyone who inspects work on site and then spends weeks hunting for defect photos in a chat thread.
The form is filled in on a phone at the site: address, GPS stamp, a rating per section, photos and a signature. The result is one record in your account that you can export and attach to the conversation with the contractor.
It doesn’t replace whatever formal acceptance document your contract requires. Treat it as a working inspection record that makes the formal paperwork easier to prepare.
What the template is made of
Every block in the order it sits in the builder. Branching decides which of them a given person actually sees.
- Work acceptance report Text block
The intro screen says what will be recorded (location, photos, signature), so the inspector knows to allow location and camera access.
- Where and when Section break
The «Where and when» section groups everything that ties the inspection to a place and a time.
- Site / address Short answer
Site or address as text, required. It is what people search by later.
- Point on the map Point on a map
A map pin for places without a proper address: a plot, a new housing estate, a building under construction. Pro block.
- Record the GPS coordinates at the moment of acceptance Geolocation
GPS coordinates captured from the device at the moment of inspection, which shows the form was filled in on site. Also Pro.
- Acceptance date Date
Acceptance date, required, to check against contract deadlines.
- Condition Section break
The «Condition» section separates the location details from the assessment itself.
- Rate readiness section by section Matrix
A matrix across five sections (walls and ceiling, floors, plumbing, electrics, windows and doors) with «Not ready», «With remarks», «Ready». The whole picture on one screen.
- Photos of the remarks (several allowed) Image upload
Photos of defects, several allowed. A dated photo of a crack beats a paragraph describing it. Image upload is Pro.
- Describe the remarks in writing Long answer
Written remarks add what the photos can’t: what exactly is wrong and what needs redoing.
- Documents and signature Section break
The «Documents and signature» section closes the inspection.
- Attach the design documentation (if any) File upload
Design documentation as a file, if there is any, so the record and the drawings sit together. File upload is Pro.
- Full name of the inspector Short answer
Inspector’s full name, required: who signed off.
- Inspector signature Signature
A finger signature on screen. This is the only template in the catalog with a signature, and the block unlocks on the Team plan.
How to adapt the template
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Replace the matrix rows with your own sections: for a façade that might be insulation, render and paint; for building services heating, ventilation and low-voltage wiring.
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For staged sign-off, add a stage choice up front: «First fix», «Second fix», «Handover».
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Use branching to ask for photos and remarks only for sections marked «Not ready» or «With remarks».
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If you don’t need a signature, or you are below Team, swap it for a «I confirm the inspection results» checkbox using the free Consent block. What that checkbox is worth legally is a question for your lawyer.
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For property management, add a «Ticket number» field to link the inspection to the resident’s request.
How to read the results
Each response is its own inspection record. The account shows when and where it was created, with photos and files next to the ratings.
With many inspections, the matrix chart shows which section most often comes back «With remarks». That gives you a fact-based list for the conversation with the contractor.
A CSV export gives a table of inspections by site and date, handy for checking against contract deadlines.
Common mistakes
- Filling in the form back at the office. The GPS stamp then shows the office, and the point of recording the location is gone.
- Writing remarks without photos. In a month nobody remembers what «uneven corner» meant; the photo still shows it.
- Treating the record as the formal acceptance document. It collects the facts; the official paperwork still follows your contract.
- Not checking location and camera permissions before going to site. The first screen mentions it, but test on your own phone first.
Questions about the «Work acceptance / site visit» template
Can an inspection form be signed on a phone?
Yes. The template has a Signature block where the inspector signs with a finger on screen. It unlocks on the Team plan. What that signature is worth legally depends on your contract, so teams use the form as a working record and handle formal sign-off separately.
How do I record the location of a site inspection?
The Geolocation block captures the device’s GPS coordinates when the form is filled in, and «Point on a map» lets the inspector drop a pin manually. Both are Pro blocks. The browser will ask for permission to access location.
Which blocks in this template are paid?
The map pin, the GPS capture and photo and file uploads are on Pro; the signature is on Team. Everything else is free: address, date, the readiness matrix, written remarks and the inspector’s name.
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Do not start from an empty canvas
Open the catalog, take the closest template and rewrite the questions for your job. Five minutes instead of an hour.