Daily Diary to Weekly Report Workbook: Free Excel Template
A ready to use Excel workbook that takes raw daily site diary notes and turns them into a management ready weekly report, without retyping a single entry. The natural next step after keeping the diary itself. Built by quantity surveyors.
Will Doyle
Founder and CEO, Gather · Chartered QS · Last reviewed 22 July 2026
A daily diary to weekly report workbook is a linked Excel file that takes raw daily site notes on one tab and rolls them into a summarised weekly management report on another, without manual re-entry. It exists to close the gap between what the site records and what management actually reads.
Most projects lose this link entirely: the diary is kept on site, the report is written separately in the office, and the two drift apart within a fortnight.
What a good workbook covers
Most site teams keep a diary on site and write a report in the office, and the two are built by different people at different times from different memories. The workbook fixes this by making the report tab a formula driven summary of the diary tab, so the report cannot say anything the diary did not.
| Field | Why it matters |
|---|---|
| Daily diary input tab (date, weather, labour, plant, events) | The single place raw site information gets entered, once, by whoever is on site |
| Weekly summary tab (auto-linked) | Rolls the week's diary entries into headline numbers and a narrative, with no retyping |
| Key events and instructions flagged | Surfaces anything from the week that a QS or PM needs to see, not buried in daily notes |
| Weather and delay log | Rolls into the report automatically, ready to support a time extension if one is needed later |
| Sign off row | Records who reviewed the week's diary before the report went out |
How to turn daily site diary notes into a weekly report
Five steps, run once a week. The point of the workbook is that most of them happen automatically once the diary tab is filled in as the week goes along, rather than being reconstructed on a Friday afternoon.
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Log each day in the diary tab
Record date, weather, labour, plant and events on the daily diary input tab as they happen.
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Let the summary tab roll up automatically
The weekly report tab reads the diary tab's rows for the reporting week, with no manual retyping.
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Flag commercially significant events
Mark any entry that could be a delay, instruction or compensation event so it carries through to the report narrative.
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Review and sign off
Have the site manager or QS review the week's diary before the report is issued.
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Issue the weekly report
Send the completed weekly summary tab to the client and project team.
The template, field by field
| Date | Note / event | Labour | Plant | Weather |
|---|---|---|---|---|
| 21 Jul | Late delivery, precast units | 18 | 2 | Dry |
| 22 Jul | Site closed, high winds | 0 | 0 | Storm |
| 23 Jul | Cladding gang mobilised | 22 | 3 | Dry |
Scroll the table sideways to see every column.
The report tab pulls straight from these rows: no separate typing, no separate memory of what happened on site that week.
Download the free template
The Excel workbook with a daily diary input tab, an auto-linked weekly report tab, and a weather and delay log built in.
Download the free template (.xlsx) Free download. No email needed. Yours to use and share with your team.How Gather automates this
A linked workbook closes the gap between diary and report inside one file. It still relies on someone typing the diary entry accurately in the first place, and on someone reading every row closely enough to spot the one that matters commercially.
Gather's AI QS reads every daily record as it comes in and flags the events, delays and instructions that turn into money later, so the entitlement is captured while the evidence is still fresh.
See how the AI QS reads your site diaries A 30 minute call. No commitment. See if it fits how your team already works.Frequently asked questions
What is the difference between a diary and a weekly report?
The diary is the raw daily record: what happened on site, who was there, what the weather did. The weekly report is a summary written for management and the client, pulling the week's diary entries into headline numbers and a narrative.
How do I turn a daily diary into a weekly report?
Link the two in one workbook so the report tab reads directly from the diary tab's rows for that week, rather than being typed up separately. This removes the retyping step and the drift between what was recorded and what gets reported.
Is this the same as the site diary template?
No. Our site diary template is the daily input record. This workbook is the next step: it takes that daily input and rolls it into a weekly report automatically, in the same file.
Who should review the diary before the report goes out?
Whoever is commercially accountable for the week, usually the site manager or a QS, should sign off the diary entries before the weekly report is issued, so any commercially significant event is caught before it reaches the client.
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