The orderliness which is thus started with the letters and the diary can be consistently maintained throughout everything. The cement samples should be kept in tins which bear the number and date of receipt corresponding with the record, and the briquettes and boiling samples should be similarly numbered. If only one briquette

Duties of Clerks of Works - Letters and Reports 125 and one boiling pat be taken from each sample the number of the sample is all that need appear; but if several be made from each sample they should be distinguished as a, b, c, etc., and so referred to on the record. After the briquettes and pats have been tested they should be retained on the shelves in close proximity with the tin containing the original samples, or so much as is left of them.

In the same way all drawings received from the Architect should be numbered immediately upon receipt, and a tabulated record should be kept showing in different columns the number of the drawing, its title,

H.M. Office Of Works.

Building................................................................

Clerk of Work's Report for Week ending....................................................................................

No. of Men.

Trades.

State of the Works.

...........

Excavators..................

..................................................................................

...........

Bricklayers.................

..................................................................................

..........

Masons...................

..................................................................................

..........

Carpenters and Joiners........

..................................................................................

..........

Slaters.....................

..................................................................................

..........

Plumbers..................

..................................................................................

..........

Plasterers..................

..................................................................................

..........

Smiths....................

..................................................................................

..........

Painters and Glaziers........

..................................................................................

..........

Labourers.................

..................................................................................

(Total)

Value of old materials removed from site to date

Time lost, but allowed by Conditions.

Selling value of plant.

Date of completion.

Gross Contract Amount

......

Minimum Advance.....

......

Brought forward.......

Days.

s.

d.

s.

d.

Monday............

......

To amount of valuation brought forward from last Report

.........

.........

Tuesday............

......

Value of work done during the week.....................

.........

.........

Wednesday.........

......

---------

---------

Thursday..........

......

Take forward...........

......

.........

Friday...........

......

Value of unused materials on the sitc.....................

.........

......

Saturday............

......

---------

......

Total...........

.........

......

Total (to take forward)

......

Gross Amount of Certificates........

.........

......

.......................

(Clerk of Works)

(N.B. - Any further particulars to be given on back.) its scale, and the date of its receipt; and further columns may become necessary to denote when tracings were made, and what became of these tracings, though, as a general rule, a single column for remarks is sufficient for this purpose, any tracings being given fresh numbers and entered separately in the record. So far as may be the drawings should be kept in their number sequence in the drawers provided for them, in order that they may be turned up whenever they are wanted; but to do this requires a capacity for orderliness which is not possessed by everybody.

The same methodical habit which is essential in keeping diary and letters is equally necessary in making periodical reports. As a general rule these are rendered weekly; but in some instances, particularly when dealing with public bodies whose committees meet at longer intervals, it is only necessary to make fortnightly, or even monthly, returns, though in such a case there is considerable chance of the general thread being lost, and of items being forgotten.

It must be borne in mind that a report is quite a different thing from a letter upon some special matter. This is necessarily written at the moment when the occasion for it arises, and as often as not there is no need for any reference to be made to it in the report, which should be short, concise, and business-like, preferably in tabular form, the information contained in it being taken from the diary. The form used in H.M. Office of Works is printed above by the courtesy of Sir Henry Tanner, who, in his accompanying letter, says that some of the particulars are entered at headquarters after receipt from the Clerk of Works.

This form would not necessarily apply in all cases, and in private work it would probably be much better for no entries to appear upon it other than are made by him who signs it, as its validity might otherwise be called in question should it ever have to be produced in a court of law. It ought also to bear its date. Values are very rarely entered by the Clerk of Works, but are reserved for the Surveyor or Architect. For use in a private office it might be advantageous to divide such a report into two parts, one of which should be signed by the Clerk of Works and the other by the Surveyor, if one be employed. The following is a form of some general applicability, but it would probably have to be varied under special circumstances -

Clerk of Works' Report for week ending......

No. Building........

Workmen employed. A. B. C, Architect.

Trade.

No.

Weather

Time lost, but allowed by Conditions.

Excavators...

...

Monday....

Brought forward

Days.

Bricklayers...

...

Tuesday .....

...

Masons....

...

Wednesday..

Monday.....

...

Carpenters and Joiners .

...

Thursday....

Tuesday .....

...

Friday.....

Wednesday..

...

Slaters....

...

Saturday.....

Thursday....

...

Plumbers...

...

Sunday......

Friday.....

...

Plasterers ....

...

Saturday.....

...

Painters ....

...

Drawings required

Total .....

Labourers...

...

(To take forward)

Smiths....

...

Drawings received

(The numbers only need be stated)

Day Work

The Clerk of the Works is requested to get from the Contractor every week an account for any day work that may have been done during the previous week. Each account should state the names of the workmen engaged, and the number of hours occupied, describe the work done, be signed by the Foremen and Clerk of Works, and sent up without delay to the Architect. Such day-work accounts are not necessarily vouchers for extras.