# Field report template

From the Dryvn resource library: https://www.dryvn.ca/resources/field-photo-voice-note-report

## How to use this

Fill in one report per problem. Name the location before you describe anything. Keep three kinds of statement separate: what you saw (observation), what you think it means (inference, start with "I think"), and what a named person told you to do (confirmed instruction, name who and when). If a location, quantity or instruction is unclear, write "UNCLEAR" rather than a guess, and list the question for the sender. Read the finished report as if you were someone who was not there. If they could not find the spot or would not know what to do next, fix it before sending.

## Blank template

| Field | Entry |
| --- | --- |
| Item / reference | |
| Location (site, unit/area, position; which photo shows it) | |
| Observed condition (size, state, count, comparison to last visit) | |
| Date and time | |
| Evidence (photo numbers or file names; wide vs close) | |
| Inference (start with "I think") | |
| Proposed next action (decision needed, trade to book, nothing yet) | |
| Proposed owner | |
| Uncertainty (what you could not see or confirm) | |
| Reviewer (who confirms owner and next action) | |
| Questions for the sender | |

## Capture checklist

- [ ] Site, unit/area and position named before anything else
- [ ] Wide shot that shows where the close-up is
- [ ] Close-up, plus one photo with scale if size matters
- [ ] Condition described as seen: size, state, count, wet/dry
- [ ] Compared to last visit if there was one
- [ ] Every guess starts with "I think"
- [ ] Any instruction names who gave it and when
- [ ] One proposed next action and a proposed owner
- [ ] Anything unclear is marked unclear, not guessed
- [ ] Separate problems logged as separate items

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## Completed example (fictional)

This example is invented to show how a finished report reads. It is not from a real site.

| Field | Entry |
| --- | --- |
| Item / reference | FR-018 |
| Location | 14 Maple, Unit 3 (upstairs unit), main bathroom, ceiling above toilet. Wide shot photo 1, close-up photo 2. |
| Observed condition | Ceiling stain approx. 30 cm across, brown edge, damp to touch at 09:15. Larger than on 28 Aug visit (approx. 15 cm per photo on file). |
| Date and time | 2026-09-04, 09:15 |
| Evidence | Photos 1-3. Photo 3 includes tape measure for scale. |
| Inference | I think the source is the window flashing on the roof above; it rained overnight. I have not inspected the roof. |
| Proposed next action | Roofer to inspect flashing above Unit 3 bathroom window. Decision needed on whether to open the ceiling now or after the roof inspection. |
| Proposed owner | Site super (J.), to confirm. |
| Uncertainty | Source not confirmed. Tenant reports bathroom fan not working; not checked by me; logged as separate item FR-019. |
| Reviewer | Office to confirm owner and book roofer. |
| Questions for the sender | None. |