Build · free template

Punch List Form

One-screen snag entry for a walkaround: job number, unit and room, the defect and trade responsible, priority, photo and who fixes it by when.

A ready-to-use construction form for small teams who need a reliable intake process: 15 questions, 1 page, 3 conditional rules.

Questions
15
Pages
1
Layouts
card · classic
Time to complete
≈ 2 min
Conditional rules
3
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Live preview and test console

This is the real form. Answer it to test the 3 conditional rules — nothing is sent or stored.

One snag, one photo

Priority

Attach a file — the size limit is shown below.

Any file type up to 50 MB (larger files are rejected) · uploads are saved on the live form

Does the fix need access to a locked or occupied area?
Is this a repeat of a snag already logged?

3 questions are hidden by conditional logic right now — change an answer above to reveal them.

Compliance checklist

Ready to publish
  • Payment items priced — passingEvery payment question charges a real amount, so a submission always records a payment.
  • Conditional logic resolves — passingEvery rule points at a question or page that exists in this template.
  • Legal text not required — passingThis template collects neither health nor regulated financial information.
  • Question labels unique — passingLogic and exports address questions by label, so duplicates are ambiguous.

What happens after submit: nothing is stored in this preview. On your own copy, every response triggers an instant email notification and lands in your response dashboard, ready to export or forward.

Happy with it? Take a copy into your workspace — every question, rule and setting comes with it.

Who this template is for

Punch List Form is built for small teams who need a reliable intake process who need to collect the same complete information from everyone.

  • Small teams who need a reliable intake process working in construction.
  • Teams who need to collect the same complete information from everyone without writing code or paying for a custom build.
  • Anyone replacing chasing missing details over email with one structured record per enquiry.
  • Respondents are the people you send it to — the form asks them 15 questions across 1 screen.
  • Mobile-heavy audiences, thanks to the one-question-per-screen card layout.

Why this form is useful

It removes the cost of chasing missing details over email and turns each submission into a record your team can act on immediately.

  • 11 questions are required, so submissions arrive complete instead of needing a follow-up email.
  • It accepts a document or photo upload as evidence.
  • It pins the request to a specific date.
  • Conditional logic hides 3 questions until they are relevant — shorter forms convert better than long ones.
  • Every response is stored, searchable and exportable, so nothing depends on one person's inbox.

How to use this template

From copy to live form is a few minutes of work, and every step is reversible.

  1. 1Press “Use this template” — a fresh copy of Punch List Form lands in your workspace, ready to edit.
  2. 2Rename or delete any question, and change what is required. Nothing here is fixed.
  3. 3Open Notifications and add the email addresses that should be alerted on each submission; add an auto-reply to the respondent if the form collects an email address.
  4. 4Check the upload limits on the file question so respondents can attach what you actually need.
  5. 5Publish it, then either share the link directly or paste the embed snippet into your site — the embedded form resizes to fit and loads no marketing or advertising trackers.
  6. 6Watch responses land in Submissions, where you can filter, label and export them to CSV or PDF.

Logic and conditions blueprint

Exactly how this form behaves as it is answered — 3 conditional rules ship with it.

  • Features advanced show logic: if “Priority” is Blocks handover, the form dynamically exposes “Date it must be fixed by”. Otherwise that question never appears.
  • Features advanced show logic: if “Does the fix need access to a locked or occupied area?” is Yes, the form dynamically exposes “Who arranges access”. Otherwise that question never appears.
  • Features advanced show logic: if “Is this a repeat of a snag already logged?” is Yes, the form dynamically exposes “Previous snag reference”. Otherwise that question never appears.
  • All 3 rules are editable in the Logic tab, and the built-in checker warns about rules that contradict each other.

About this template

A punch list only works if a snag takes seconds to log, because a walkaround of forty rooms will otherwise turn into a notebook that someone types up on Friday. This is one screen, one snag, photographed on the spot. It records the job number, the unit or plot, the room and the exact location within it, then the defect in a line, the trade responsible and a category so the list can be sorted by who has to come back rather than by the order rooms were walked. Priority is three options, not ten, and one of them means the unit cannot be handed over. A photo is required, since a photo settles more arguments than a description ever will, and the form asks who is assigned and the date it is needed by. A final question flags whether the snag needs access to an occupied or locked area, because that changes how the fix is scheduled. Submitting returns to a blank screen ready for the next room, which is the whole point of keeping it this short.

What this form asks

Every question is editable — rename it, make it optional, or delete it entirely.

Log a snag

  • Job numberrequired
  • Unit or plotrequired
  • Roomrequired
  • Exact location in the roomrequired
  • What is wrongrequired
  • Trade responsiblerequired
  • Priorityrequired
  • Photo of the snagrequired
  • Assigned to
  • Date it must be fixed by
  • Does the fix need access to a locked or occupied area?required
  • Who arranges access
  • Is this a repeat of a snag already logged?required
  • Previous snag reference
  • Logged byrequired

15 questions in total.

Example of a completed punch list form

Shows how a single snag might be logged with its location, trade and fix date.

Job number
J-7743
Unit or plot
Plot 14
Room
Kitchen
What is wrong
Skirting board gap along the window wall
Trade responsible
Carpentry
Priority
Medium
Assigned to
Regan Carpentry Ltd
Date it must be fixed by
2026-05-01

Sample data — no real people, addresses or records are shown.

How the form changes as it's filled in

This template ships with 3 conditional rules, grouped into 3 behaviours driven by 3 questions. Everything below is already set up — edit or delete any rule once the template is in your workspace.

Driven by “Priority”

  • Reveals questions

    If “Priority” is Blocks handover, the form reveals “Date it must be fixed by”.

Driven by “Does the fix need access to a locked or occupied area?”

  • Reveals questions

    If “Does the fix need access to a locked or occupied area?” is Yes, the form reveals “Who arranges access”.

Driven by “Is this a repeat of a snag already logged?”

  • Reveals questions

    If “Is this a repeat of a snag already logged?” is Yes, the form reveals “Previous snag reference”.

Set it up step by step

  1. 1

    Walk with one phone

    Card layout puts one question per screen, so a snag is logged in the room it was found rather than written down and typed later.

  2. 2

    Sort by trade, not by room

    Because every snag names a trade, each subcontractor gets one list for the whole floor and comes back once instead of four times.

  3. 3

    Filter the handover blockers

    The three-way priority means you can see in one view what stands between the unit and completion.

  4. 4

    Photograph the fix too

    Ask the trade to submit the same form with a closing photo, or use a second short form, so sign-off does not need another walkaround.

Mistakes to avoid

  • Describing location as 'kitchen' with no detail, which sends the trade back twice looking for the defect.
  • Using five priority levels, so everything ends up labelled urgent and the list stops guiding anyone.
  • Logging snags on paper and typing them up later, which is where half of them quietly disappear.

What it pairs with

Most teams don't run this form on its own. These are the forms and systems it sits next to.

What to do with the responses

Group open snags by trade and unit, chase handover blockers daily, and close the list out through the certificate of completion.

Works in both layouts

Browse card templatesBrowse classic templates

Forms that overlap this one

These pages cover the same subject ground as the punch list form, matched on the words people actually search for.

Frequently asked questions

How is this different from a job completion sign-off?

Sign-off is one submission saying a job is done. A punch list is many small entries, one per defect, each with a trade, a priority and a photo.

Should one submission cover a whole room?

No. One snag per submission is what makes the list sortable by trade and countable as it closes.

How do snags get closed?

Have the trade submit a closing photo against the reference, or run a short close-out form; either way the evidence sits with the original entry.

Does it work offline?

Keeping it to one screen means an entry survives a signal drop on a stairwell, provided your device holds it until it reconnects.

Is the Punch List Form template free to use?

Yes. You can preview and test Punch List Form on this page without an account, and take a copy into your own HelloForms workspace on the free plan. There is nothing to install and no card required to publish it.

What does the Punch List Form template ask for?

It asks 15 questions across 1 page, 11 of which are required. Every question is listed in full further down this page, and each one can be renamed, reordered, made optional or deleted after you copy the template.

Can I edit the Punch List Form form after copying it?

Yes — the copy is entirely yours. Change wording, add or remove questions, switch between the card and classic layouts, restyle it to match your brand, and set who gets notified on each submission.

How does the conditional logic in this construction form work?

3 conditional rules ship with the template: Features advanced show logic: if “Priority” is Blocks handover, the form dynamically exposes “Date it must be fixed by”. Otherwise that question never appears. Features advanced show logic: if “Does the fix need access to a locked or occupied area?” is Yes, the form dynamically exposes “Who arranges access”. Otherwise that question never appears. Features advanced show logic: if “Is this a repeat of a snag already logged?” is Yes, the form dynamically exposes “Previous snag reference”. Otherwise that question never appears. All rules are editable in the Logic tab.

Where do responses to the Punch List Form form go?

Submissions land in your workspace under Submissions, where you can search, filter, label and export them to CSV or PDF. You can also email a notification to your team on every submission and send the respondent an auto-reply.

Can I embed the Punch List Form form on my own website?

Yes. Publish the form and paste the embed snippet into any page or share the direct link. The embedded form resizes to fit its container and loads no advertising or marketing trackers inside the iframe.

Can respondents upload files?

Yes. This template includes a file upload question, so respondents can attach documents or photos with their answers. You can adjust the accepted file types and size limits on that question.

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