DS1140 for subcontractors and records from your work package

A DS1140 subcontractor delivery should show what your team checked, where the work took place and which instructions applied. Agree the required controls and reporting route before the activity begins. KS Danmark can help organise documentation within an agreed assignment. Your records must still describe the actual work and results; a completed template alone does not establish that a check took place.

Obtain the current instructions and the part of the control plan relevant to your work. Check that your supervisor can identify the construction section, the drawing revision and the required record. If a requirement is unclear, send a specific question to the person responsible for the project basis. Do not let the team decide technical acceptance criteria from an old checklist or an example found online.

Agree how changes will reach your team. A drawing stored in an inbox is not useful if the workers have another revision on their phones. Name the person who receives updates and explains their effect on the work package. Keep the received instruction and its date available for later review.

Look at the sequence of your work and identify the points that may become difficult to inspect later. Agree any required review or hold point with the project team. Record the result when the work is accessible. An overview image can identify the location; a detail image can show the observation. Add a short explanation so the next person does not have to guess what the photograph demonstrates.

For example, a connection may later be covered by an adjoining finish. A record from the correct stage is usually more informative than a photograph of the completed finish. The required checks and technical criteria come from the project. This example explains recording practice and is not a substitute for a connection-specific control instruction.

Use the agreed place names and control references consistently. Include the activity, date, person performing the check, result and relevant evidence. If a measurement is required, record the value and unit rather than writing only OK. Reference the instruction or drawing used for the assessment. Where the project requires additional information, include it in the same record or a clearly identified attachment.

Keep self-inspection separate from an independent review. Record who performed which task and when. Sending your own inspection form to another person does not automatically turn it into independent control. Ask the project team to clarify any required independence, qualifications or review arrangements before relying on that record.

If the work differs from the instruction, describe the observation and location promptly. Attach useful evidence and identify what needs a decision. Separate the factual observation from any proposed remedy. The person permitted to decide a technical change may be different from the person who records the issue on site. Keep the decision and subsequent follow-up linked to the original record.

Avoid closing a deviation simply because someone has sent an email. Record what was decided, whether the agreed action was carried out and what evidence supports closure. If the follow-up cannot be checked, keep that limitation visible. A concise account of an unresolved issue is more useful than an unsupported green status.

Use the agreed delivery list to check completeness. Confirm that the images are readable, the references match the relevant revision and outstanding items are named. Identify which material is issued and which is still awaiting clarification. This prevents the main contractor from having to infer whether a folder contains a final delivery or a working draft.

Keep a copy of the issued package with its date and recipient. If the recipient asks for a correction, describe the change in the next issue. Do not quietly replace the earlier version. This simple issue record helps both sides understand what was supplied and which information changed afterwards.

When work has already been carried out, list the records you have and the records that are missing. Preserve dated notes, delivery information and photographs without presenting them as checks they do not document. Explain whether the work remains accessible. Ask for a project-specific review of the gap before commissioning extra paperwork or assuming that a generic statement will be sufficient.

The review may identify an opportunity to collect further information, but its adequacy depends on the activity and applicable requirements. Do not invent a retrospective inspection date. A documentation adviser needs an accurate account of the situation to explain what can be prepared and what must be assessed by another professional.

Send KS Danmark the relevant control basis, your work-package description, available records and the recipient’s comments. Tell us the stage of the work and the next deadline. We can discuss help with the structure and preparation of the agreed documentation. The aim is a package that explains the actual checks clearly, with outstanding decisions visible.

Confirm what is included before work begins. A request to organise photographs differs from preparing a control report or arranging independent control. Scope, evidence and responsibilities should be agreed separately. Neither documentation assistance nor a template guarantees acceptance by the project’s certified structural engineer or another reviewer.