Free construction photo report template
A clean, printable report for site photos, plus a photo log you can fill in on any spreadsheet app. Free to download, no sign-up.
Want to edit the layout? Open the printable version in your browser and print or save it as PDF.
What's in the template
| Section | What goes there |
|---|---|
| Project details | Project, client, site address, report date, who prepared it, company, visit type, weather |
| Summary | Two or three sentences: what was done, what was found, what happens next |
| Photos | Two per page, each with a number, date and time, area on site, a stage checkbox (before / during / after / issue) and notes |
| Sign-off | Prepared by and received by, with signatures and dates |
The photo log CSV uses the same columns, so you can keep a running list for the whole project and pick photos from it for each report.
How to fill it in
- Fill in the header once. Most of it stays the same for the whole project.
- Write the summary last. It's easier once you've picked the photos.
- Pick the photos that tell the story. One wide shot for context, then close-ups of what matters. Ten good photos beat fifty similar ones.
- Number photos to match the file names. If the file is
SmithKitchen_20261107_0012.jpg, call it photo #0012 in the report. Anyone can then find the original. (See our naming convention guide.) - Say what's in the photo and why it matters in the notes: "Soft subfloor at sink base, approx. 2 sq ft — replace before cabinet install."
- Sign and date it, and ask the client or site contact to sign on receipt if you need a record.
Taking photos that make a good report
- Wide, then close. A wide shot shows where on site you are; the close-up shows the detail.
- Same angle for before and after. Stand in the same spot so the comparison is obvious.
- Add scale. A tape measure or a hand in frame shows how big a crack or stain really is.
- Keep the date visible. A timestamp on the photo answers "when was this?" before anyone asks.
A faster way: build the report on your phone
Printing a form and pasting photos into it works, but it means a trip back to the computer. Shotfile builds the same kind of report straight from your project album:
- Open the project and select the photos for the report.
- Add a note to any photo — it appears under that photo in the report.
- Choose the PDF report, sign on the screen and add your name.
- Send it from the share sheet: email, Messages, AirDrop or Files.
The project name becomes the report title, and your watermark settings — date, location, project, photo number — can be applied to every photo in it.
Shotfile: Rename Work Photos
Photo reports with notes and a signature, made on your iPhone. Free to try.
Download on the App StoreFAQ
What should a construction photo report include?
Project, client, site address, report date and who prepared it; a short summary; then each photo with a number, date and time, location on site and a note. End with a signature and date.
How many photos should be on each page?
Two per page keeps each photo large enough to see detail when printed, with room for notes beside it.
Is the template free to use commercially?
Yes. Use it for your own business and clients, change it and add your logo. Please don't resell the template itself.