The Weekly Statement of Working Days: The Do's and Don'ts for Construction Project Success!

In Public Works Construction, time is money — and that time must be documented. One of the most critical tools in a Construction Manager’s toolkit is the Weekly Statement of Working Days (SWD). For agencies and their Consultant Construction Managers (CMs), this document is more than just a formality, it’s a daily ledger of time accountability, a potential shield against claims, and a window into the health of the project schedule. For every hour spent maintaining this record properly, you may save days or weeks of headache at the end of the project. 

Ready to discover why this document is considered a game changer? Continue reading to learn how CMs can leverage their SWDs to protect both the agency’s interests and the integrity of their projects.

What Is a Weekly Statement of Working Days?

The Weekly Statement of Working Days is a formal project record issued by the CM (or Resident Engineer) that summarizes how each day of the preceding week is counted toward the contract time. Most public contracts are based on either a fixed number of working days or calendar days for completion.

The SWD establishes whether a given day is:

• Charged as a working day

• Excused due to weather, contractor-requested suspension, or agency-caused delay

• Or non-working due to holidays, weekends (for working day contracts), or other project-specific reasons

This document usually references inspector reports, weather logs, and contractor schedules to justify how each day is classified. It is typically shared with the contractor on a weekly basis [often during the weekly progress meeting] and becomes a viable part of the project’s official record.

Why It Matters 

To Public Agencies, the SWD may seem like just another administrative exercise, but its role in public construction oversight is strategic, because it:

• Tracks Progress Against Time: It provides a week-by-week accounting of time consumed and time remaining.

• Informs Risk of Delay: A consistent string of non-working or delayed days may signal risks that require intervention.

• Supports Claims Defense: In the event of a dispute or time extension request, the SWD offers contemporaneous documentation of delays and justifications.

• Regulates Pay and Performance: It prevents premature or overpayment based on time-related milestones and ensures the contractor stays aligned with agreed timelines.

In short, it is the agency’s official week by week story of time.

The CM’s Role 

As the agency’s representative, the CM is typically responsible for preparing and issuing the SWD. This task requires diligence, consistency, and collaboration. Responsibilities include:

• Reviewing Inspector Daily Reports to determine actual field activity.

• Tracking weather events and comparing with actual site conditions to substantiate excusable weather delays.

• Documenting reasons for delays such as: late submittals, RFI responses, or third-party utility conflicts.

• Coordinating with the contractor’s schedule updates to understand impacts on the critical path.

• Ensuring timely issuance, typically no later than 3–5 business days after the end of each week.

The CM must also be prepared to justify how each day is counted — or not counted — in the contractor’s time.

Best Practices 

To get the most out of the SWD process, consider these Best Practices:

• Use a standardized form or software to ensure consistency across projects. State departments of transportation often have a free construction manual that can be a great resource to reference when specific project issues arise for Construction Managers. 

  • For California, check out Caltran's FREE forms HERE.

• Coordinate with the Inspector daily to verify what work occurred and whether it counts toward progress on the critical path or otherwise.

• Document delay reasons in real time, with supporting photos, emails, or correspondence.

• Bring the SWD to the weekly meeting and discuss any discrepancies with the contractor proactively.

• Archive SWDs with backup logs to prepare for audits, claims, or internal reviews.

Common Pitfalls — And How to Avoid Them

Some CMs treat the SWD as a back-office task — until it’s too late. Here are common mistakes to avoid:

• Delaying SWD issuance for several weeks, causing confusion or disputes over past activity.

• Inconsistently charging or not charging days, which can erode credibility in disputes.

• Failing to document excusable delay causes, leaving the agency vulnerable to time extension claims.

• Overlooking coordination with weather or field data, which undermines the accuracy of day counts.

Avoiding these pitfalls can mean the difference between a defensible claim posture and an avoidable payout.

Documentation is Defense

When a contractor submits a claim for a time extension or alleges an agency-caused delay, the SWD becomes one of the first documents reviewed. A well-maintained and complete SWD log can:

• Substantiate the actual number of working days charged

• Identify when and why certain days were not worked

• Demonstrate patterns of delay, weather trends, or contractor inactivity

In contrast, a missing or inconsistent SWD opens the door to “my word against yours” arguments, which can create conflicts for the agency when it comes to defending its position.

Time Well Spent

Remember...the Weekly Statement of Working Days is not just a bureaucratic requirement — it’s a project management success tool that speaks directly to the: discipline, diligence, and professionalism of the CM.

Treat the SWD as a living document, a risk management ledger, and an accountability tool during project closeout or a claims review, and your agency, not to mention your future self, will thank you.