Facilities managers depend on contractor reports they cannot easily verify. Improving documentation means defining what evidence each job type requires — condition found, work performed, condition left, readings and sign-off — and collecting it in a consistent, guided format at the time of the visit rather than in a written report afterwards.
Why contractor reports are hard to rely on
Across several sites and contractors, reporting quality varies widely. Photos arrive by email or messaging, descriptions are brief and it is difficult to tell whether a job was completed as specified without sending someone to check.
Define the evidence per job type
Start with the job types where verification matters most — reactive repairs, planned maintenance tasks, compliance checks. For each, agree what must be captured.
- Asset or location identification
- Condition found on arrival
- Work performed, with close-ups where relevant
- Condition left and any remaining issues
- Readings, checklist responses and materials used
Make it easy for the contractor
Contractors will not install another app for every client. A guided capture link that opens in the phone browser removes that barrier, while still collecting the evidence in a structured format attached to the job.
Use the evidence
Structured completion evidence supports remote quality checks, fewer supervisor verification visits, clearer communication with tenants and site managers, and a stronger record for warranty and dispute resolution.