1. Blocked access

Blocked access should be recorded when a crew, plant item, delivery, or work activity cannot reach the planned work area.

Access can be blocked by another trade, incomplete preceding works, scaffold zones, exclusion areas, traffic management issues, stored materials, unsafe ground conditions, or site restrictions.

Record:

  • where access was blocked
  • what activity was planned
  • who or what was affected
  • start and finish time
  • whether labour stood idle
  • whether plant stood idle
  • who controlled or cleared the access issue
  • photos or videos showing the obstruction
  • emails, instructions, or site notes confirming the issue

Example note:

Drainage crew delayed from 7:15am to 10:45am because access to the southern trench was blocked by scaffold exclusion zone. Five workers and one 8t excavator affected. Photos and supervisor message attached.

Blocked access records are stronger when they show both the physical restriction and the work that could not proceed.

2. Late design information

Late design information should be recorded when work cannot proceed because drawings, details, approvals, clarifications, or RFI responses are missing or late.

This is common when site teams are ready to proceed but do not have the approved information needed to build safely or correctly.

Record:

  • drawing, detail, approval, or RFI reference
  • date information was requested
  • date information was required on site
  • date information was received, if received
  • affected activity
  • affected labour and plant
  • whether the crew was redirected or stood down
  • programme impact, if known
  • emails, RFIs, drawing registers, or meeting minutes

Example note:

Stormwater installation at Pit 14 could not proceed because RFI-038 response had not been issued. Two-person crew and 8t excavator affected for morning shift. RFI log and site photos attached.

The key is to show that the work was ready to proceed but could not continue because required information was unavailable.

3. Weather stand-down

Weather stand-downs should be recorded when rain, wind, heat, lightning, flooding, or unsafe ground conditions stop or restrict planned work.

Do not only write “rain delay”. That is usually too vague.

Record:

  • weather condition
  • time the condition started
  • time work stopped
  • time work resumed, if applicable
  • affected work area
  • why the work could not proceed safely or productively
  • labour affected
  • plant affected
  • site photos or videos
  • weather records
  • instruction or stand-down confirmation

Example note:

Concrete preparation works in Zone B stopped at 11:20am due to heavy rain and water pooling across the work area. Crew redirected to housekeeping until 1:00pm. Photos and Bureau weather record saved.

A weather record is stronger when it connects the weather condition to the specific work that was affected.

Need to structure a weather-related notice? Use the free Construction Delay Notice Generator or read Construction Weather Delay Letter: What to Include and What Evidence to Keep.

4. Late material delivery

Late material delivery should be recorded when materials, products, components, or consumables arrive late and prevent planned work from proceeding.

Record:

  • material or product expected
  • supplier or delivery reference
  • planned delivery date and time
  • actual delivery date and time
  • affected activity
  • labour and plant affected
  • whether the crew was redirected
  • delivery dockets, supplier emails, purchase orders, or call-off records
  • photos of incomplete work area, if useful

Example note:

Bedding sand required for drainage works was due at 7:00am but arrived at 12:15pm. Drainage crew could not proceed with backfill works. Two labourers and one loader affected for 4.5 hours. Supplier email and delivery docket attached.

Material delay records should show both the missing material and the activity that depended on it.

5. Idle plant

Idle plant should be recorded when equipment is available on site but cannot be used because of a delay.

This can include excavators, loaders, dump trucks, rollers, cranes, pumps, access equipment, generators, or hired plant.

Record:

  • plant item
  • quantity
  • plant ID or supplier, if available
  • planned activity
  • reason the plant could not work
  • start and finish time
  • hourly, daily, or shift rate
  • whether the plant was owned, hired, wet hire, or dry hire
  • photos, hire dockets, invoices, rate sheets, or operator records

Example note:

20t excavator stood idle from 9:30am to 1:30pm because excavation access was blocked by incomplete service relocation works. Plant remained available on site. Photos and access correspondence attached.

Need to calculate the cost? Use the free Plant Downtime Cost Calculator or read Plant Downtime Cost: How to Calculate Idle Plant During a Delay.

6. Labour standby

Labour standby should be recorded when workers are available but unable to proceed with planned work because of a delay.

Record:

  • worker type or role
  • number of workers affected
  • planned activity
  • delay cause
  • standby start and finish time
  • whether workers were redirected
  • hourly or daily rate, if relevant
  • supervisor notes
  • timesheets, allocation sheets, photos, or instructions

Example note:

Four-person formwork crew on standby from 8:00am to 11:30am because reinforcement inspection had not been completed. Crew could not commence planned formwork close-out. Timesheet and site instruction attached.

Labour standby should be recorded separately from plant downtime, even when both are caused by the same delay.

Need to estimate labour cost? Use the free Labour Standby Cost Calculator or read Labour Standby Cost: How to Calculate Labour Sitting Idle on Site.

7. Client instruction or change

Client instructions and changes should be recorded when the planned work is altered, stopped, resequenced, expanded, reduced, or redirected.

Record:

  • instruction source
  • date and time of instruction
  • who gave the instruction
  • what changed
  • original planned work
  • revised work
  • affected labour and plant
  • materials affected
  • whether dayworks or a variation may apply
  • photos, emails, site instructions, meeting minutes, revised drawings, or RFIs

Example note:

Site team instructed to stop installation of drainage line DL-04 pending revised levels. Instruction received by email at 10:05am. Crew and 8t excavator affected for remainder of shift. Email, drawing markup, and photos attached.

Changes are much easier to explain later when the instruction and site impact are recorded on the same day.

For related guidance, read Dayworks vs Variation: What Should Be Recorded on Site?.

What every site delay scenario should include

Every site delay record should include enough detail to explain the event without relying on memory.

At minimum, record:

  • date
  • location
  • delay cause
  • affected works
  • start time
  • finish time
  • labour affected
  • plant affected
  • materials affected
  • instruction or event source
  • evidence attached
  • likely time impact
  • likely cost impact
  • next action or status

This is general information only and not legal advice. Contract requirements vary, so check the relevant contract before sending formal notices or claims.

Common mistakes when recording site delays

Common mistakes include:

  • recording the delay too late
  • using vague wording
  • missing start and finish times
  • not identifying the cause
  • failing to record labour impact
  • failing to record plant impact
  • attaching photos without context
  • not linking emails or instructions
  • grouping different delay events together
  • not updating records when delays continue

A delay record does not need to be long. It needs to be specific.

Site delay scenario checklist

Use this checklist when any delay occurs:

  • [ ] What happened?
  • [ ] When did it start?
  • [ ] When did it finish?
  • [ ] Where did it happen?
  • [ ] What work was affected?
  • [ ] Who caused or instructed it, if known?
  • [ ] Which labour was affected?
  • [ ] Which plant was affected?
  • [ ] Were materials affected?
  • [ ] Was the crew stood down or redirected?
  • [ ] Was a notice required?
  • [ ] Was a dayworks docket required?
  • [ ] Were photos or videos taken?
  • [ ] Were emails, RFIs, instructions, or dockets attached?

How DelaySolve helps record site delay scenarios

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

For site teams, the value is speed. Record the event while it is happening, attach evidence before it gets lost, and keep the delay connected to labour, plant, cost, and programme impact.

FAQs

What are common construction site delay scenarios?

Common site delay scenarios include blocked access, late design information, weather stand-downs, late material deliveries, idle plant, labour standby, and client instructions or changes.

What should be recorded when a site delay happens?

Record the date, time, location, delay cause, affected works, labour impact, plant impact, materials affected, instruction source, photos, emails, and likely time or cost impact.

Is a photo enough evidence for a site delay?

A photo is useful, but it is stronger when connected to a dated record explaining what the photo shows, where it was taken, what work was affected, and why the delay occurred.

Should labour standby and idle plant be recorded separately?

Yes. They may come from the same delay, but labour standby and idle plant are different cost impacts. Record them separately and connect both to the same delay event.

When should a delay notice be created?

A delay notice should be created when the contract or project process requires notification, or when the delay may affect time, cost, programme, dayworks, variations, or claim records. Check the relevant contract requirements.