6 photo protocol for site evidence: what to photograph for snagging and disputes featured image
Case Studies & Playbooks

6 photo protocol for site evidence: what to photograph for snagging and disputes

TrainAR Team 1 month ago 6 min read

6 photo protocol for site evidence: what to photograph for snagging and disputes

Category: Case Studies & Playbooks • Niche: site photos, snagging, evidence, offline apps, GDPR

Contents

Quick answer

Use a simple 6 photo set for every item you install, repair or snag:

  1. Context wide shot
  2. Defect or detail close-up
  3. Scale shot with ruler or known object
  4. Measurement or test result (level, pressure, continuity, airflow)
  5. Serial or batch number (where relevant)
  6. Finished fix or final state

This standard makes photos easy to understand by clients, site managers and insurers. It also speeds up approvals and reduces disputes.

Engineer taking standardised 6 photo protocol on a new build site

Why this matters now

  • First time fix and fewer returns. Clear evidence helps supervisors sign off without reattending.
  • Faster payments. Your invoice and report are backed by photos, so approvals move quicker.
  • Compliance. For building control or Part L, a photo pack is already standard. See our Part L photo evidence workflow.
  • Dispute protection. When something is questioned weeks later, you can prove what was done, when and where.

The 6 photo protocol

1) Context wide shot

Stand back. Capture the room or elevation so anyone can find the location later. Include a simple label or your sticker in frame.

2) Defect or detail close-up

Fill the frame with the issue or detail. Use raking light from a torch to show surface defects.

3) Scale shot

Place a ruler, a level, or a credit card next to the item. For gaps, a feeler gauge or card shows scale clearly.

4) Measurement or test

Photograph the meter or gauge: spirit level bubble, boiler pressure, multimeter reading, airflow tissue test on fans, RCD trip test screen, moisture meter, temperature probe.

5) Serial or batch number

Capture serials on boilers, appliances, extract fans, fire detectors, valves, fittings or materials where batch traceability matters.

6) Finished fix

After the repair or install, take the final shot showing neatness, sealant continuity, correct fall, covers back on, and area clean.

On-site workflow that takes under 3 minutes

  • Open the job record. Add a single line item per snag, install or repair.
  • Shoot the 6 photos in order. On iPhone/Android, burst is fine; rename later.
  • Add one line of text: what, where, result. Example: “Bath 1, hot on left, no leaks after 2 minute run, extract fan holds tissue.”
  • If there is a measurement, type the value too for search.
  • Tag the item severity and owner (joiner, plumber, electrician).
  • Submit when you have signal, or let it sync later.

Tip: For quick site reporting from your phone, see Construction photo report from your phone and Build an AI site diary from photos and voice notes.

Tools that work offline

You do not need full site Wi‑Fi to use this. Most job apps can capture offline and sync later.

  • GoCanvas. Caches forms and reference data for offline use; syncs when back online. Design forms with required photos for any fail.
  • Fulcrum, Forms On Fire, Device Magic. All support offline data capture, GPS and photos with later sync.

If you already use ServiceM8, Jobber or Tradify, you can still apply the 6 photo protocol inside their job notes or forms.

A short external overview video: Guidelines for capturing on-site progress

https://www.youtube.com/watch?v=LtDB-Rf-_l0

Naming, storage and retrieval

A simple scheme saves hours later.

  • Folders: Site > Plot or Unit > Room or Area > Date
  • Filenames: Site_Plot_Room_Item_Stage_Date Example: WillowPk_P23_Bed1_Rad_3-Scale_2025-09-27.jpg
  • Keep originals with EXIF timestamps. Only crop or adjust exposure lightly.
  • Keep a register per job: ref, location, description, severity, photo IDs, owner, target date, status.
Project
└── Willow Park
    └── Plot 23
        ├── 2025-09-27
        │   ├── 01_Bath1_1-Context.jpg
        │   ├── 01_Bath1_2-Close.jpg
        │   ├── 01_Bath1_3-Scale.jpg
        │   ├── 01_Bath1_4-Test.jpg
        │   ├── 01_Bath1_5-Serial.jpg
        │   └── 01_Bath1_6-Finished.jpg
        └── registers
            └── snag-register.xlsx

Also see our Snagging list template with closeout flow.

GDPR and privacy on site

This is general guidance, not legal advice. If people are identifiable in images, that is personal data. Be transparent and minimise capture.

  • Put up clear site notices stating that photography is used for safety, quality and records.
  • Choose a lawful basis. For routine site records, legitimate interests is common. Avoid relying on worker consent for routine records. See the ICO’s CCTV and video surveillance guidance: Overview page.
  • Minimise. Avoid welfare areas, neighbours’ homes and the public where possible. Do not record audio unless necessary and assessed.
  • Retention. Set and document retention periods. Restrict access. Be able to find and redact other people if someone requests their images.

Useful ICO pages:

FAQs

What is the 6 photo protocol?

A simple standard set of photos per item: context, close‑up, scale, measurement, serial, and finished fix. It makes your evidence fast to review.

For routine site records, employers usually rely on legitimate interests rather than consent, but you must be transparent and minimise capture. See the ICO guidance.

Will this help with payments and disputes?

Yes. A clear 6 photo set plus brief notes is often enough to approve variations, prove first time fix, or defend workmanship.

Which apps work if there is no signal?

Fieldwire, GoCanvas, Fulcrum and Forms On Fire all support offline photos and forms with later sync. Most job management apps can capture notes and photos offline too.

How should I name files?

Use Site_Plot_Room_Item_Stage_Date and keep a simple folder structure per plot or unit. Keep originals with timestamps.

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