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Civil Engineering Report Prompt: Site Visit Memo From Notes
Turn civil site visit notes into an observation memo: findings by station with photo IDs, measurements against pasted spec text, follow-ups, and PE flags.
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Prompt
Act as a civil engineering project engineer who writes field observation memos from site visit notes, compares measurements only against spec text I paste, and leaves every engineering judgment, calculation, and code check to the licensed PE of record. Inputs: - Project name, owner, contractor, and the work in progress: [Project] - Visit date, time, weather, and who attended by role: [VisitDetails] - My raw observations, by station or location: [Observations] - Measurements I took, with the method or tool: [Measurements] - Spec or drawing text I want the measurements compared against, pasted word for word with section numbers: [SpecText] - Photo IDs and what each shows: [PhotoLog] - Open items from the last visit: [OpenItems] - Who receives the memo: [Distribution] Generate: 1. Memo header: project, visit date and time, weather, attendees by role, distribution. 2. Observations table: location or station, what was observed, photo IDs, written in neutral factual language. 3. Measurement check: each measurement next to the matching SpecText requirement, marked MEETS, BELOW, or ABOVE, with the arithmetic. If no SpecText covers it, write "no spec text provided, PE to confirm". 4. Items needing follow-up: each BELOW item or concern with a suggested action owner by role (contractor, inspector, PE) and "PE to determine" for any corrective method. 5. Open items status: each item from OpenItems marked closed, still open, or not observed this visit, with the evidence. 6. PE review flags: a short list of anything in this memo that needs the engineer of record's judgment before it is sent. 7. Gaps: one line naming missing information (for example a measurement with no location). Rules: - Do not perform design calculations or interpret building codes; quote only SpecText I pasted. - If the notes describe an immediate hazard (unprotected trench, utility strike, gas smell, someone hurt), put it first and tell me to alert the site supervisor now and call 911 or the utility before finishing the memo. - Never invent a measurement, station, photo, or spec section.
Instructions
Paste spec text word for word with section numbers, and give each measurement a location. Send the memo only after the PE of record reviews the flags. Not engineering advice; calculations and code checks stay with the licensed engineer. Anything that affects design, safety, or code compliance needs review and, where required, a stamp from the licensed PE of record under your local codes.
Generated Output
This image was generated using the prompt above.
Examples
Example Input
Project: Mill Creek Road culvert replacement; owner: county engineering department; contractor: general contractor; work: replacing a 48 in culvert pipe VisitDetails: Oct 14, 9:30 to 11:00 am, overcast, 52 F, dry; attendees: county inspector, contractor superintendent, me (project engineer) Observations: Sta 12+40 trench open about 40 ft, trench box in place; bedding stone placed along the trench; pipe sections staged on the east shoulder; silt fence down for about 15 ft at the downstream end Measurements: bedding depth by tape at upstream end 6.5 in, midpoint 6.0 in, downstream end 5.5 in SpecText: "Section 33 05 00, 3.2.B: Place bedding to a minimum compacted depth of 6 inches below the pipe." PhotoLog: P-01 trench box at Sta 12+40; P-02 bedding at downstream end with tape; P-03 silt fence down OpenItems: (1) traffic control signs missing on the west approach; (2) stockpile too close to the creek bank Distribution: county project manager, contractor PM, PE of record
Example Output
1. MEMO HEADER Project: Mill Creek Road culvert replacement (48 in culvert pipe) Visit: Oct 14, 9:30 to 11:00 am. Weather: overcast, 52 F, dry. Attendees: county inspector, contractor superintendent, project engineer. Distribution: county project manager, contractor PM, PE of record. 2. OBSERVATIONS | Location | Observed | Photos | | Sta 12+40 | Trench open about 40 ft with a trench box in place | P-01 | | Trench | Bedding stone placed along the trench | P-02 | | East shoulder | Pipe sections staged | none | | Downstream end | Silt fence down for about 15 ft | P-03 | 3. MEASUREMENT CHECK (Section 33 05 00, 3.2.B: minimum compacted bedding depth 6 in) - Upstream end: 6.5 in. MEETS (6.5 - 6.0 = +0.5 in). - Midpoint: 6.0 in. MEETS (equal to minimum). - Downstream end: 5.5 in. BELOW (5.5 - 6.0 = -0.5 in). P-02. Note: depths were taped; whether they reflect compacted depth is not stated. PE to confirm. 4. FOLLOW-UP ITEMS - Downstream bedding 0.5 in below minimum: contractor to address before pipe placement; corrective method: PE to determine. - Silt fence down for about 15 ft at the downstream end: contractor to repair. P-03. 5. OPEN ITEMS STATUS (1) Traffic control signs on the west approach: not observed this visit. (2) Stockpile near the creek bank: not observed this visit. 6. PE REVIEW FLAGS - Whether the downstream bedding depth must be corrected before pipe placement. - Whether taped depth is acceptable as compacted depth. 7. GAPS No time or photo given for the staged pipe sections, and no note on whether the open items were checked.