Site visits
Site visit minutes clients actually read
Five lines that turn a site visit into a record everyone agrees on, sent the same day.
The most expensive sentence in interior design is “but you said…”. It’s almost always about something agreed on site, out loud, with no record. Minutes fix that, if they’re short enough to be read.
Write the agenda before you go
Three or four lines: what you need to check, what you need decided. It keeps the visit from becoming a tour, and it gives the minutes their headings.
Note who was there
Client, site supervisor, carpenter, electrician. When a decision is questioned later, “who heard it” matters as much as “what was said”.
Separate decisions from actions
- Decisions are settled: Laminate for the master wardrobe: the walnut sample, matte.
- Actions have an owner and a date: Rohan to confirm hinge stock with the vendor by Friday.
Mixing them is how actions quietly turn into decisions nobody made.
Send them the same day
Minutes sent a week later are a memory exercise. Sent the same evening, they’re a confirmation, and anyone who disagrees says so while it’s still cheap to change.
Keep the copy you sent
Minutes get edited. What matters in a dispute is the exact text the client received, and when.
In DoYourDesign, each meeting and site visit has its agenda, attendees and minutes, optionally started from your own minutes template. Minutes are emailed to the attendees from the appointment, and an exact copy of what was sent is kept.