Free template · Excel, Word, PDF
Site visit report template for suppliers visiting project sites
A site visit report records what a supplier's sales engineer saw and agreed on a project site: the project and its stage, the people met, the products specified or installed, the competitors seen and the actions agreed. This free template is for sales visits, not safety inspections.
- ExcelDrop-down lists, totals worked out for you · 4 KB
- WordTo change and print · 3 KB
- PDFTo print and fill in by hand · 39 KB
Free to use and change. Published
What it is for
What a site visit report is for
On a project, the order is decided long before the purchase order arrives: when the consultant specifies, when the contractor picks a submittal, when a sample is approved. A supplier who visits sites needs to record where each project stands and who decides, not only what was said on the day.
This is a sales report. Safety inspections, snagging lists and quality audits need checklists of their own, with their own sign-offs, and the tools built for them do that better.
The template
What goes in it
Every field, in the order it is filled in. The files you download ask exactly these.
The project
- Project name
- As the consultant or developer calls it
- Location
- Area and city
- Stage
- Choose one: Design, Tender, Construction, Fit-out, Handover, Operation
- Developer / owner
- Who the project is for
- Consultant
- Who specifies
- Main contractor
- Who builds
The visit
- Date
- The day of the visit
- Time in / time out
- 09:30 to 11:00
- Visited by
- Your name, and anyone with you
- Reason for the visit
- Choose one: Follow-up, Technical meeting, Quotation, Delivery, Payment, Service, New prospect, Other
On site
- Products specified or discussed
- Lines, sizes, quantities
- Competitor products seen
- Brand and where on site
- Samples or submittals asked for
- What, and for whom
- Photos taken
- How many, and where they are kept
- Issues or risks
- Delays, changes, approvals waiting
- Outcome
- Choose one: Order received, Quotation requested, Interested, Follow-up needed, Not interested, Didn't meet
People met
A table of 5 rows: name, role, company, mobile / email.
Agreed actions
A table of 5 rows: action, owner, due date, done.
Example
A filled-in example
A tile and facade supplier's visit to a residential tower in Lusail, Qatar. The project, the companies and the people are made up.
- Project name
- Marina residential tower, 40 storeys
- Location
- Lusail, Qatar
- Stage
- Construction
- Developer / owner
- Al Noor Developments
- Consultant
- Delta Engineering Consultants
- Main contractor
- Gulf Build Contracting
- Date
- 14 October 2026
- Time in / time out
- 09:30 to 11:00
- Visited by
- Omar Saleh, sales engineer
- Reason for the visit
- Technical meeting
- Products specified or discussed
- Porcelain tiles 600 × 1200 for the lobbies, about 3,200 m². Facade cladding panels under review.
- Competitor products seen
- Another brand's cladding mock-up on level 3
- Samples or submittals asked for
- Two lobby tile finishes for the interior designer
- Photos taken
- 6, in the project's shared folder
- Issues or risks
- The lobby finish is waiting for the developer's approval
- Outcome
- Interested
People met
| Name | Role | Company |
|---|---|---|
| Faisal Ahmed | Project manager | Gulf Build Contracting |
| Sara Khan | Interior designer | Delta Engineering Consultants |
Agreed actions
| Action | Owner | Due date |
|---|---|---|
| Deliver two tile samples to the site office | Omar Saleh | 21 October 2026 |
| Send the cladding technical data sheets | Omar Saleh | 17 October 2026 |
| Confirm the lobby finish with the developer | Faisal Ahmed | 24 October 2026 |
How to
How to write a site visit report
Most of it is written on site, while the people and the actions are in front of you.
- 01
Name the project the way the consultant does
The project's own name, its area and city, so that a colleague searching later finds it.
- 02
Record the stage
Design, tender, construction, fit-out, handover or operation. The stage decides who you should be talking to.
- 03
List everyone you met, with their company
Consultant, contractor, developer, sub-contractor. The person who decides is often not the one who walks you round.
- 04
Write what is specified, and what you saw installed
Brands, sizes and quantities from the drawings or on site, competitors' products included.
- 05
Note the samples and submittals asked for
Which product, for whom, and by when.
- 06
Agree the actions, with owners and dates
One action a row, with who will do it and by when. Tick them off as they are done.
- 07
Say where the photos are
How many you took and where they are kept, so they are not lost in someone's phone.
Avoid
What makes a report useless
- Recording only the person who showed you round, and not the consultant who specifies.
- Leaving out the stage. A project at tender and one at fit-out need different follow-up.
- Photos kept on a personal phone, where nobody else can find them.
- Actions with no owner, or an owner outside your company who never heard about it.
selXP
Site visits, recorded on the phone
In selXP a rep chooses Site visit as how they met, and your admin can give site visits their own questions, such as the stage and the products specified. Photos and documents go on the lead. With Field Presence, the visit carries its reason, how it went and the next step, and Planned visits lists the site visits due this week, each with a Check in button.
For field sales teams- Your own questions for site visits
- Photos and drawings kept on the lead
- Planned visits for the week
- Saved with no signal on site, sent later
Questions
Site visit report: what people ask
What should a site visit report include?
The project, its stage and location, who you met and their companies, what is specified or installed, competitors seen, samples or submittals asked for, issues, and the actions agreed with owners and dates. Number the photos you took and say where they are kept.
Is this a site inspection checklist?
No. It is for sales visits by suppliers and sales engineers. A safety inspection, a snagging list or a quality audit needs a checklist made for that job, with its own sign-offs, and is better done with a tool built for it.
How do I write a site visit report quickly?
Fill in the project details before you arrive, write down the people and the actions on site while they are in front of you, and finish the rest in the car. Ten minutes on the day beats an hour from memory at the end of the week.
Does it work for projects in the UAE, Saudi Arabia and Qatar?
Yes. Nothing in it belongs to one country. Write values with their currency and dates in full, since the same project can involve companies from several countries.
Who should get a copy of the report?
Your sales manager, and whoever looks after the account. If an action belongs to someone outside your company, send them that action rather than the whole report, which may mention competitors and prices.
See it with your team
Leave every meeting with a next step.
Tell us how your team sells: on customer sites, on the road or at exhibitions. We will show you the app with your products, your team structure and your CRM in mind.
- What happens next
- Day 0You send the form. We reply within one working day.
- 30 minA call on your screen: capture, follow-up, CRM and what your managers see.
- Set-upWe build your workspace with you: companies, teams, products, wording.