1. Notice records

Notice records help show that the delay was identified and communicated in line with the project process or contract requirements.

A useful notice record should include:

  • notice date
  • delay event date
  • project name
  • recipient
  • delay cause
  • affected works
  • likely time or cost impact, if known
  • supporting evidence available at the time
  • reference number or email trail

The notice does not need to prove the full EOT claim by itself. Its job is to create a clear record that the delay was recognised and notified.

Weak notice wording:

We have been delayed by site issues.

Better notice wording:

We notify you that drainage works in Zone B were delayed on 12 June because access to the trench was blocked by incomplete service relocation works. The affected activity was trench excavation and pipe installation. Labour and plant impact is being recorded and further details will follow.

The better wording is clearer because it explains cause, date, location, affected works, and next step.

2. Site diary entries

Site diary entries help show what happened on site on the day of the delay. They are useful because they can confirm conditions, resources, planned activities, and events as they occurred.

A useful site diary entry may include:

  • weather conditions
  • labour on site
  • plant on site
  • planned works
  • actual works completed
  • delayed or blocked works
  • site instructions
  • visitors or inspections
  • access issues
  • safety stand-downs
  • notes from the supervisor or foreman

A site diary is important, but it is not the same as a delay record. The site diary may show general site history, while the delay record should explain the specific delay cause, affected works, time impact, labour impact, plant impact, and evidence.

Weak diary entry:

Wet weather. Drainage delayed.

Better diary entry:

Heavy rain from 6:30am caused waterlogged conditions in Zone B. Trench excavation and pipe installation could not proceed from 7:30am to 12:00pm. Drainage crew and 20t excavator stood down. Photos and weather record saved.

3. Photos and videos

Photos and videos help show the physical site condition that caused or supported the delay record.

Useful photo and video evidence can show:

  • blocked access
  • weather conditions
  • waterlogged areas
  • unsafe workfronts
  • missing materials
  • delayed deliveries
  • idle plant
  • incomplete preceding works
  • obstruction by another trade
  • changed site conditions
  • completed or incomplete work areas

Photos and videos should be labelled or described. A photo without context may be hard to use later.

Record:

  • date
  • time
  • location
  • what the image shows
  • how it relates to the delay
  • who captured it, if relevant

Weak photo note:

Excavator photo.

Better photo note:

Photo taken at 9:20am showing 20t excavator idle at Zone B trench because access was blocked by incomplete service relocation works. Planned trench excavation could not proceed.

Photos are most useful when they are tied to the delay record, not stored separately with no explanation.

4. Programme impact records

Programme impact records help show how the delay affected the planned sequence, timing, or critical activity.

This is the evidence type many site teams under-record. They capture the event, but not how it affected the programme.

Useful programme impact records may include:

  • approved baseline programme
  • current construction programme
  • short-term lookahead programme
  • weekly plan
  • affected activity ID or description
  • sequence dependency
  • critical path commentary, where relevant
  • updated programme extracts
  • resequencing notes
  • remobilisation notes
  • records of follow-on works affected

A programme impact note does not need to be complicated. It should explain the link between the event and the work sequence.

Example:

The blocked access delayed trench excavation in Zone B, which was required before pipe installation, backfill, and compaction could proceed. The drainage sequence could not progress during the affected period.

This is stronger than simply saying “programme impacted” because it explains how.

5. Labour and plant impact records

Labour and plant records help show the resources affected by the delay. Even where the EOT claim is focused on time, resource impact can help explain the practical effect on site.

For labour, record:

  • worker type or trade
  • number of workers affected
  • planned activity
  • standby or disrupted period
  • whether workers were redeployed
  • labour rate or cost impact, where relevant

For plant, record:

  • plant item or equipment type
  • quantity affected
  • planned activity
  • downtime period
  • owned, hired, wet hire, or dry hire status
  • plant rate or hire evidence, where relevant

Example resource record:

Resource — Quantity — Impact period — Reason affected

Labourers — 4 — 9:30am–1:30pm — Drainage works blocked by access issue

Leading hand — 1 — 9:30am–1:30pm — Crew could not proceed

20t excavator — 1 — 9:30am–1:30pm — Excavation could not commence

Dump trucks — 2 — 9:30am–1:30pm — Spoil removal not required while excavation stopped

Use the Labour Standby Cost Calculator and Plant Downtime Cost Calculator to estimate resource costs where needed.

What weak EOT evidence looks like

Weak EOT evidence is usually vague, isolated, late, or disconnected from the actual work impact.

Examples of weak evidence include:

  • a site diary entry that says only “delayed”
  • photos with no date, location, or explanation
  • a notice that does not identify the affected works
  • timesheets with no delay cause
  • a programme extract with no explanation of the affected activity
  • emails kept separately from the delay record
  • no start or finish time
  • no daily record for a continuing delay
  • no link between cause, work impact, and evidence

The problem is not always that evidence is missing. Often, the evidence exists but is scattered across diaries, phones, inboxes, folders, and spreadsheets.

EOT evidence checklist

Before relying on an EOT record, check whether you have:

  • [ ] Notice record
  • [ ] Delay cause
  • [ ] Delay start date and time
  • [ ] Delay finish date and time, or ongoing status
  • [ ] Affected work area
  • [ ] Affected activity
  • [ ] Site diary entry
  • [ ] Photos or videos
  • [ ] Programme or lookahead record
  • [ ] Explanation of programme impact
  • [ ] Labour standby record, if relevant
  • [ ] Plant downtime record, if relevant
  • [ ] Instructions, emails, RFIs, or approvals
  • [ ] Weather records, if relevant
  • [ ] Daily updates for continuing delay
  • [ ] Evidence stored with the delay record, not scattered separately

If one type of evidence is weak, other records may help support the same event. The strongest position is a consistent chain across several evidence types.

Use the free EOT Claim Readiness Checker

Need to check whether your delay record is ready for an EOT claim? Use the free EOT Claim Readiness Checker.

DelaySolve’s EOT Claim Readiness Checker helps identify gaps in notice timing, evidence, programme impact, and delay records before you rely on them to support an extension of time claim.

For related reading, see EOT Claim Checklist for Subcontractors and Extension of Time Claim: What Site Teams Need to Record Before the Claim Is Prepared.

How DelaySolve helps keep EOT evidence connected

DelaySolve helps subcontractors log delays, cost labour and plant impact, attach evidence, and keep a structured delay record across live projects.

For EOT evidence, the practical workflow is:

1. Log the delay when it happens. 2. Record cause, dates, times, and affected works. 3. Attach notices, photos, site records, and communications. 4. Record programme, labour, and plant impact. 5. Keep the evidence connected to the same delay event.

The goal is to avoid scattered evidence. A clear EOT record should show what happened, what it affected, and what evidence supports it.

FAQs

What evidence supports an EOT claim?

Common evidence includes notice records, site diary entries, photos and videos, programme impact records, labour records, plant records, RFIs, instructions, emails, approvals, and weather records.

Is a site diary enough for an EOT claim?

A site diary can support an EOT claim, but it is usually stronger when combined with notices, photos, programme records, labour and plant records, and written communications.

Why are photos important for EOT evidence?

Photos help show site conditions, blocked access, weather impact, idle plant, incomplete works, or other physical evidence. They should include date, time, location, and a note explaining what they show.

What is programme impact evidence?

Programme impact evidence shows how the delay affected the planned sequence, activity, critical path, follow-on works, or ability to proceed. It may include programme extracts, lookaheads, planning notes, or resequencing records.

Should labour and plant impact be recorded for an EOT claim?

Yes, where relevant. Labour and plant records help explain the practical site impact of the delay and may support related dayworks, variation, or cost records.