📍 When to use this template
- When any problem arises on site that can't be solved immediately, like a design discrepancy, material shortage, or a conflict between two agencies.
- Updated daily or whenever a new issue is identified or an existing one is updated/closed.
- Maintained by the PMC Site Engineer or Project Coordinator, with inputs from all site staff (engineers, supervisors, safety officers).
Sections & fields
Preview of the template structure. Download Excel to fill on site.
1Header / Project Info6 fields
Project Name
_____________
Contract / Package No.
_____________
Document Title
_____________
Log Period (From/To)
_____________
2Issue Identification7 fields
Raised By (Name/Agency)
_____________
Issue Title (Short Summary)
_____________
Detailed Description of Issue
_____________
Location / Drawing Ref. / Chainage
_____________
Category (e.g., Design, Quality, Safety, Material, Labour, Coordination, Authority Approval)
_____________
3Impact Assessment4 fields
Potential Impact On (Cost, Schedule, Quality, Safety)
_____________
Priority (Critical, High, Medium, Low)
_____________
Urgency (Immediate, High, Normal)
_____________
Impact Description (Briefly explain consequences if not resolved)
_____________
4Action & Resolution Plan5 fields
Assigned To (Name/Designation/Agency)
_____________
Action Required
_____________
Target Date for Resolution
_____________
Proposed Solution / Path Forward
_____________
Reference (RFI No., Letter No.)
_____________
5Status & Closure6 fields
Current Status (Open, In Progress, On Hold, Closed)
_____________
Last Updated On
_____________
Update / Remarks History
_____________
Final Resolution / Evidence of Closure (e.g., RFI response, Revised Drawing No., MOM ref.)
_____________
💡 Sample filled excerpt
Issue ID: IS-045 | Date Raised: 15-Jul-2024 | Issue Title: Clash between Firefighting pipe and HVAC duct in Basement-1. | Assigned To: Design Coordinator | Status: In Progress | Remarks: RFI-112 raised to Architect. Awaiting revised coordinated drawing. Potential 3-day delay to ceiling closure works.
⚖ Compliance notes
- Helps build a factual record for potential claims related to delays or disruptions, supporting analysis under FIDIC Sub-Clause 8.5 (EOT) or 20.2 (Claims).
- Provides documented evidence of issues raised and communicated, fulfilling general contractual obligations for notification and coordination.
- Forms the basis for escalating unresolved issues as per the agreed communication matrix or contract procedure.
- Used as supporting documentation during project audits to demonstrate proactive problem management and control.