Photo report template
A photo report puts pictures and short captions on a few pages that anyone can follow. Use the printable layout below, or build one on screen with the free photo report maker.
Photo report
Report details
| Client | |
|---|---|
| Site address | |
| Date of visit | |
| Photos taken by | |
| Reason for visit |
Summary
| Main findings | |
|---|---|
| Overall condition |
Photo log
| Photo 1: area and caption | |
|---|---|
| Photo 2: area and caption | |
| Photo 3: area and caption | |
| Photo 4: area and caption | |
| Photo 5: area and caption | |
| Photo 6: area and caption |
Findings and actions
| Action 1, who and by when | |
|---|---|
| Action 2, who and by when | |
| Action 3, who and by when |
Sign-off
| Prepared by | |
|---|---|
| Signature | |
| Date issued |
On a phone, choose Save as PDF in the print screen.
Prefer to fill it in on screen? Use the free online version.
What a photo report is for
It turns a pile of photos into something a client, manager or insurer can read in a couple of minutes. Each photo answers a question: what was found, what was done, or what still needs doing. Without captions, even good photos leave the reader guessing.
What each section should contain
- Report details: the client, the site, the date of the visit, who took the photos and why the visit happened.
- Summary: three or four sentences covering the main findings. Many readers stop here.
- Photo log: each photo numbered, with the area, what it shows and the date taken.
- Findings and actions: what needs doing, by whom and by when, referring to photo numbers.
- Sign-off: who prepared the report and the date it was issued.
How to fill it in well
Choose the photos before you write. Ten clear photos with good captions beat fifty without. Start each area with a wide shot so the reader knows where they are, then add close-ups.
Write captions that say something: "Crack in render, left of back door, about 40 cm long" is useful, while "Photo 12" is not. Refer to photo numbers in your findings so the reader can jump straight to them.
For before and after work, place the pair next to each other, taken from the same spot.
Choosing what to include
Decide who will read the report before you pick photos. An insurer wants damage and its extent, a client wants progress and the finish, and a manager wants anything that needs a decision. Leave out near-duplicates and blurred shots. If a photo needs a paragraph to explain it, take a clearer one next time, or add a second photo from further back.
Mistakes to avoid
- Pasting in full-size photos, which makes the file too large to email.
- Mixing photos from different visits without dates.
- Using captions that only make sense to the person who took the photo.
- Leaving out the bad news. A report that only shows good work is not trusted.
Questions
How do I make it a PDF?
Fill it in with the free photo report maker, then choose Save as PDF in your browser's print dialog.
How many photos per page?
Two to four for printing, so the captions stay readable. One per page suits damage or defect close-ups.
Is there a way to skip the report altogether?
For finished jobs, JobProof sends the client a link with each area before and after, which many clients find easier than a document. It does not create PDF reports itself.