Name: PowerPoint Presentation
Uploaded: 2026-03-18
Duration: 3 min 29 s
Description: How to Create a New Site Instruction (SI). Quality Management Training – Construction Supervision.

How to Create a New Site Instruction (SI). Quality Management Training – Construction Supervision. 

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How to Create a New Site Instruction (SI)

Quality Management Training – Construction Supervision

Infrastructure Project – PMC / Consultant

Consultants, PMC, QA/QC Engineers, Site Engineers

Objective. This training module is designed to guide all relevant personnel through the correct process of creating a Site Instruction (SI) within the quality management system.. 

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This training module is designed to guide all relevant personnel through the correct process of creating a Site Instruction (SI) within the quality management system.

Understand what a Site Instruction is and when it should be issued on site.

Walk through each field of the SI form step by step to ensure accurate data entry.

Ensure instructions are clearly conveyed between the consultant, PMC, and contractor teams.

Maintain a complete and auditable record of all site instructions issued throughout the project lifecycle.

SI Form Overview. The Site Instruction form is structured into four key sections. Each section must be completed accurately to ensure a valid and traceable instruction.. 

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The Site Instruction form is structured into four key sections. Each section must be completed accurately to ensure a valid and traceable instruction.

Contract reference, PO number, and contractor details.

SI number, revision, reference, discipline, and location.

Subject, detailed instructions, corrective actions, and remarks.

Mandatory and optional photo attachments supporting the instruction.

Follow the workflow above to complete the SI form in the correct sequence before submission.

Step 1 & 2: Contractor & SI Information. These fields establish the tracking and linkage of the SI to the correct contract and project record. Accurate completion is essential.. 

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These fields establish the tracking and linkage of the SI to the correct contract and project record. Accurate completion is essential.

Link the SI to the correct contract or purchase order reference. This field is mandatory and must be selected before proceeding.

The system automatically generates a unique SI number upon creation. No manual entry is required.

Enter the revision number if this SI is an updated version of a previously issued instruction.

Provide any related document reference number such as an NCR, RFI, or drawing number where applicable.

Purpose: Tracking and linkage — these fields ensure every SI is uniquely identified and connected to the correct contractual framework.

Step 3 & 4: Discipline & Location. Step 3 – Select Trade / Discipline. 

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Choose the relevant trade or discipline responsible for the instruction. Examples include:

Civil Mechanical Electrical Structural MEP

Specify the exact site location where the instruction applies. Include all relevant identifiers:

Zone – Site zone or area designation Street – Street name or road reference Chainage – Chainage or station reference

Purpose: Assign responsibility & avoid confusion — selecting the correct discipline and providing an accurate location ensures the right team receives and acts on the instruction without ambiguity.

Step 5: Subject. The subject line should be a short and clear title that immediately communicates the nature of the site instruction. Avoid vague or generic descriptions.. 

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The subject line should be a short and clear title that immediately communicates the nature of the site instruction. Avoid vague or generic descriptions.

Used when backfill material or compaction does not meet specification requirements.

Used when materials on site are stored incorrectly, risking damage or contamination.

Used when a manhole installation does not conform to the approved drawings or standards.

Keep the subject concise — ideally under 10 words. It will appear in reports and registers, so clarity is critical for traceability.

Step 6: Instructions (Most Important). This is the most critical section of the SI form. The instructions must be precise, actionable, and fully referenced to avoid misinterpretation on site.. 

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This is the most critical section of the SI form. The instructions must be precise, actionable, and fully referenced to avoid misinterpretation on site.

Provide a factual and objective description of the non-conformance or instruction observed on site. Avoid ambiguous language.

Cite the applicable specification clause, IFC drawing number, or project standard that has been violated or must be followed.

State clearly what action the contractor must take, by whom, and to what standard. Leave no room for interpretation.

Example: "During site inspection on [date], it was observed that backfill material at Zone 3, Chainage 1+450 does not comply with Specification Section 02300, Clause 3.4. The contractor is instructed to remove the non-compliant material and replace with approved granular fill, compacted to 95% MDD as per ASTM D1557, within 3 working days."

Step 7: Remarks. The Remarks section provides supplementary information that supports the main instruction. Use this field to communicate critical constraints and coordination requirements.. 

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The Remarks section provides supplementary information that supports the main instruction. Use this field to communicate critical constraints and coordination requirements.

Specify the required completion date or timeframe for the corrective action. A clear deadline ensures accountability and allows progress tracking.

Include any notes regarding coordination with other trades, subcontractors, or project stakeholders that may be affected by or involved in the instruction.

Highlight any health, safety, or environmental considerations relevant to the corrective action or the site condition described in the instruction.

Step 8 & 9: Evidence & Upload. Photo Requirements. 

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Drag & Drop – Drag files directly into the upload area Browse – Select files from your local device Document Manager – Link existing documents from the project DMS

Ensure adequate lighting — avoid shadows over the defect Capture both close-up and wide-angle views Include a scale reference or measuring tape where relevant Avoid blurry or obstructed images Photos should clearly show the issue described in the instruction

At least one photo must be attached to every SI before submission.

Up to three additional photos may be attached to provide further visual evidence.

Best Practices & Conclusion. Following these best practices ensures that every Site Instruction is effective, traceable, and contributes to overall project quality.. 

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Following these best practices ensures that every Site Instruction is effective, traceable, and contributes to overall project quality.

Write instructions in plain, unambiguous language that can be understood by all site personnel regardless of background.

Double-check all fields — contract reference, discipline, location, and dates — before submitting the SI.

Always include at least one clear photograph. Visual evidence is essential for validation and dispute resolution.

Do not leave mandatory fields blank, use vague subject lines, or submit SIs without referencing the applicable specification or drawing.

Key Takeaway: SI improves quality and reduces rework. A well-prepared Site Instruction is one of the most powerful tools available to the QA/QC team for maintaining construction standards and protecting project outcomes.

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