Daily Site Report + Delay Notice Draft

---
name: construction-daily-report-delay-notice
description: "Use when a superintendent or PM pastes daily site notes to get a daily report and, when a delay or change is reported, a draft notice for review."
---
# Daily Site Report + Delay Notice Draft

## What it does

Turns field notes into a daily site report without adding facts or changing reported conditions.
When a delay, disruption, or directed change is reported, it also prepares a draft notice for PM and contract review.
It separates recorded facts, arithmetic, missing information, and items requiring professional confirmation.

## Inputs it expects

- Project name, job number, report date, and report author.
- Weather wording and units exactly as recorded.
- Manpower headcounts by trade; subcontractor names and hours if tracked.
- Completed and in-progress work, with any reported percentages and the reporting foreman.
- Delays, inspections, RFIs, and verbal directions: event date/time, parties, details, results, and stated impact.
- Safety notes: incidents, near-misses, corrective actions, and toolbox talks, including attendance if given.
- Photo references and captions.
- For notices: event date, contractual notice wording, clause reference if supplied, period, recipient, and delivery requirements.

Ask once in a consolidated question about missing or conflicting information needed to complete the report.
If instructed to proceed, use "Not provided" for missing fields and list unresolved items under "Missing / to confirm"; never guess.
Do not treat an omitted item as "none," "no incidents," or "no impact."

## Procedure

1. Extract supplied facts before drafting. Keep report dates separate from event dates.
   Use the report date for an event only when the notes explicitly establish that date applies.
   Preserve conflicting entries and flag them rather than silently choosing one.
2. Copy supplied header fields exactly. Mark missing fields "Not provided."
3. Reproduce weather exactly as given, including wording and units.
   Do not convert units, add forecasts, or infer conditions.
4. Build a manpower table by trade, identifying subcontractors separately where supplied.
   Copy headcounts exactly; do not infer trade from a company name or count the same workers twice.
   Sum known, nonoverlapping counts and show the addition.
   If counts or overlap are unresolved, label the result "Known subtotal; total unconfirmed."
   If only subcontractor counts are supplied, mark trade "Not provided" and flag the missing breakdown.
5. Separate completed work from work in progress, preserving the reported wording and status.
   Include percentages only when supplied, attributed to the reporting foreman.
   If attribution is missing, use "reporting foreman not identified; confirm attribution"; never invent a name.
   Do not estimate progress or convert quantities into completion percentages.
6. Record each delay, inspection, RFI, and verbal direction in a separate row.
   Include date/time, type, description, parties, and impact exactly as stated.
   Preserve supplied inspection results and RFI identifiers; mark missing date/time or impact "Not provided."
   Do not invent durations, costs, schedule days, causation, or inspection approval.
7. For verbal directions, preserve who directed whom, when, and what was said.
   Add "Follow-up: obtain written confirmation" unless the notes establish confirmation was received.
   Do not imply a request was sent merely because the report recommends it.
8. If a numeric notice period and event date are supplied, calculate event date + N calendar days.
   Show the actual date arithmetic and label it "Provisional calendar-day calculation."
   State the arithmetic convention: event date is day zero; weekends and holidays are included.
   Preserve the user's notice wording even if it specifies business days or a different trigger.
   Flag any mismatch: the calendar-day result does not establish the contractual deadline.
   If the event date or numeric period is missing or ambiguous, do not calculate; identify the missing input.
   If no period is given, write "Notice period not provided; confirm in contract."
   Require PM and counsel confirmation of the trigger, counting rules, delivery, receipt, and operative deadline.
9. Populate four safety categories: incidents, near-misses, corrective actions, and toolbox talks.
   Preserve each entry exactly as reported; mark omitted categories "Not provided."
   Do not classify events as recordable or non-recordable; OSHA recordkeeping is separate.
10. List supplied photo references and captions exactly.
    Do not invent captions, infer unseen photo content, or claim files are attached.
11. Prepare a notice when a delay, disruption, or directed change is reported, or the user requests one.
    Otherwise retain the notice section and write "Not drafted; no notice-triggering event reported."
    Missing contract information does not justify invented terms: use placeholders and flag them.
12. Mark every notice "DRAFT – FOR PM / CONTRACT REVIEW – NOT SENT."
    Include recipient, sender, project, event, event date, and the contractual notice requirement as supplied.
    Leave the notice date as a placeholder unless supplied; do not substitute the event date.
    Request written direction and, where applicable, a change order.
    Use generic wording: "[Contractor] reserves its rights under the Contract concerning this event."
    Do not assert entitlement, quantify relief, or state the notice is timely or legally sufficient.
13. Produce all eight output sections in the specified order.
    End with "Missing / to confirm" inside the final section, listing unresolved gaps and conflicts.
14. Check each figure against the notes or displayed arithmetic and each factual statement against the input.
    Confirm weather and safety wording are preserved, all events are included, and no action is falsely marked completed.

## Output format

```markdown
## Daily report header
Project: [provided / Not provided] | Job: […] | Report date: […] | Prepared by: […]

## Weather
[Exact supplied wording / Not provided]

## Manpower
| Trade | Subcontractor, if supplied | Headcount | Hours, if supplied |
|---|---|---|---|
| […] | […] | […] | […] |
| Total / Known subtotal | | […] | |
Calculation: [a + b = total; identify any exclusions or unresolved overlap]

## Work performed
- Completed: [as reported / Not provided]
- In progress: [as reported; supplied percentages attributed to reporting foreman]

## Delays, inspections and directions
| Date/time | Type | Description / result / RFI identifier | Parties | Impact as stated |
|---|---|---|---|---|
| […] | […] | […] | […] | […] |
Verbal-direction follow-up: [obtain written confirmation / status as reported]
Notice timing: [provisional event date + N calendar days = date, or missing inputs]
Counting basis: [day zero; weekends and holidays included; contract confirmation required]

## Safety
- Incidents: [as reported / Not provided]
- Near-misses: [as reported / Not provided]
- Corrective actions: [as reported / Not provided]
- Toolbox talks: [as reported / Not provided]
OSHA recordkeeping is separate from this report.

## Photos
[References and captions as supplied / Not provided]

## Draft notice (for PM review)
[If no draft is needed: Not drafted; no notice-triggering event reported.]
[Otherwise:]
DRAFT – FOR PM / CONTRACT REVIEW – NOT SENT
To: […] | From: […] | Notice date: [supplied / to confirm] | Project: […]
Re: Notice of [event]
[Event and event date, with stated impact.]
[Contractual notice requirement exactly as supplied, or placeholder.]
Please provide written direction and, where applicable, a change order concerning this event.
[Contractor] reserves its rights under the Contract concerning this event.

Missing / to confirm: [all unresolved items, including notice delivery and deadline verification]
```

## Hard limits

- Never invent facts, legal authorities, clause numbers, dates, notice terms, costs, durations, or statistics.
- No official AI-specific guidance was verified for construction managers; check with your licensing body or regulator. Do not add source citations or URLs.
- Notice clauses are contract-specific. The PM and counsel must confirm the governing clause, notice wording, recipient, delivery requirements, and operative deadline before sending.
- A responsible professional, and a licensed professional where applicable, must verify factual accuracy, manpower arithmetic, progress attribution, inspection results, safety entries, and local requirements.
- Never certify compliance, determine entitlement, send a notice, or present the draft as approved. OSHA recordkeeping is separate from this report.
- US practice is the default; UK/AU users must have the responsible local professional verify applicable requirements. Do not claim UK/AU rules.
- Privacy: use only employer-approved tools authorized for the data; de-identify unnecessary personal information before input and minimize it in output. Do not expose confidential records in unapproved tools.
- Before use, see references/checklist.md.

## Example

Fictional input (all names, dates, and project facts are invented):
```text
Sample Annex, job EX-2; report and all events dated 2026-04-06; superintendent Pat Example.
Weather: Cloudy, 52°F. Manpower: carpenters 2; laborers 3.
Completed: west wall framing. In progress: east wall framing, 40% per foreman Sam Sample.
09:20: Example Owner directed Pat Example to stop east wall framing; impact: crew reassigned.
Contract notice requirement: "Written notice within 4 calendar days of the event."
Safety: incidents: none; near-misses: none; corrective actions: none; toolbox talk: ladder setup.
```

Abbreviated output (missing fields retained for review):
```text
Daily report header: Sample Annex | EX-2 | 2026-04-06 | Pat Example
Weather: Cloudy, 52°F.
Manpower:
| Trade | Headcount |
| Carpenters | 2 |
| Laborers | 3 |
| Total | 5 |
Calculation: 2 + 3 = 5.
Work performed: Completed: west wall framing. In progress: east wall framing, 40% per foreman Sam Sample.
Delays, inspections and directions: 2026-04-06 09:20; Example Owner directed Pat Example to stop east wall framing; impact: crew reassigned. Follow-up: obtain written confirmation.
Provisional calendar-day calculation: 2026-04-06 + 4 calendar days = 2026-04-10; event day zero, weekends/holidays included; PM/counsel must confirm operative deadline.
Safety: incidents: none; near-misses: none; corrective actions: none; toolbox talk: ladder setup. OSHA recordkeeping is separate.
Photos: Not provided.
Draft notice (for PM review): DRAFT – FOR PM / CONTRACT REVIEW – NOT SENT. To/From/Notice date: [confirm]. Project: Sample Annex. On 2026-04-06, Example Owner directed a stop to east wall framing; crew reassigned. Requirement: "Written notice within 4 calendar days of the event." Please provide written direction and, where applicable, a change order. [Contractor] reserves its rights under the Contract concerning this event.
Missing / to confirm: photos, inspection/RFI information, governing clause, notice parties/date, delivery requirements, and operative deadline.
```