Reference the agreed work
Record the tree ID and location together with the instruction, scope or recommendation reference. Identify which work the completion record concerns. If the work changed after the original instruction, keep the agreed change with the record rather than leaving the reviewer to reconcile different descriptions.
Use photographs that can be matched to the tree
Include a contextual view showing which tree is involved and a view of the relevant work, where it can be photographed safely. Keep the photograph date, file name and tree reference with the record. A close-up without context may be difficult to match to the correct asset. Do not enter restricted areas or approach hazards merely to obtain evidence.
A completion record checklist
- Tree ID, location and work reference.
- Work described and its completion date.
- The person or organisation providing the completion information.
- Photograph or document references.
- Any reported change, outstanding item or limitation.
- Who will review the evidence and any further action agreed.
Example: work reported as complete
Illustrative record: The contractor reports work for T012 as completed on the stated date, with two labelled photographs. The property manager records receipt of that evidence and notes that one item in the original scope remains to be clarified. The status distinguishes “completion reported” from the manager's later acceptance or a separate professional review.
Be precise about what the evidence establishes
A photograph records a visible condition from a particular view. It may not show every part of the work or establish compliance with the scope. Record who has reviewed the information and what further inspection or clarification is required. Do not turn receipt of a photograph into an unsupported statement that all recommendations have been satisfied.
Preserve the sequence
Keep the original advice, instruction, completion evidence and later review as dated records. Link them through the tree ID and action reference. This makes future inspections easier to interpret without overwriting the observations made at an earlier visit.
Use the action register guide and template, photo record checklist or discuss Sorbus reporting and management advice.
Prepared by Canopy.