Subsurface Utility Engineering Quality Level A Test Hole Report
A Subsurface Utility Engineering Quality Level A Test Hole Report template for documenting pothole findings, exposed utility details, and surveyed coordinates in one field record. Use it to standardize ASCE 38-22 test hole capture and reduce rework.
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Built for: Civil Engineering · Utility Locating · Construction · Surveying · Transportation Infrastructure
Overview
This template captures the field record for a Subsurface Utility Engineering Quality Level A test hole, also called a pothole report. It is built for the moment when a buried utility has been physically exposed and the crew needs to document what was found: where the hole was made, how it was excavated, what utility was exposed, what it was made of, its condition, the measured dimensions of the opening, and the surveyed coordinates.
Use it when your project needs defensible utility location data for design, conflict resolution, or pre-excavation verification. The form is especially useful when the field crew, survey crew, and design team all need the same record. It also helps standardize reporting across projects so the data can be compared, reviewed, and archived without rewriting notes.
Do not use this template as a general utility locate ticket or a broad site inspection form. It is not meant for every buried asset, every maintenance issue, or every construction daily report. If the utility was not actually exposed, or if you do not have measured coordinates and dimensions, this is the wrong record type. The template works best when the team can provide specific field measurements, clear photos, and a QA review before the report is closed.
Standards & compliance context
- This template supports ASCE 38-22 Quality Level A documentation by separating exposure details, measurements, and survey coordinates into distinct fields.
- If reporter_name or reporter_email is collected, keep the notice limited to what is needed for project traceability under data minimization principles.
- For public-facing or shared forms, ensure field labels, validation, and attachments are accessible under WCAG 2.1 AA expectations.
- If the report is used in regulated utility or construction workflows, retain an audit trail for edits, QA review, and final submission status.
General regulatory context for orientation only — verify current requirements with counsel or the relevant agency before relying on this template for compliance.
What's inside this template
Submission Notice
This section establishes who submitted the report, when it was created, and which project the test hole belongs to.
-
Report Date
Date the test hole was completed or documented.
- Project Name
-
Reporter Name
Optional. Enter only if needed for follow-up or audit trail.
-
Reporter Email
Optional. Used only for follow-up questions.
Test Hole Location
This section anchors the report to the exact field location and excavation method so the exposure can be understood in context.
- Test Hole ID
-
Site Location Description
Describe the work area, stationing, nearby landmarks, or cross streets.
- Excavation Method
- Surface Material
Utility Exposure Details
This section records what utility was exposed, what it is made of, and whether its condition affects the project.
- Utility Type
- Utility Material
- If Other, specify utility material
- Utility Condition
Measured Dimensions
This section captures the physical measurements needed to document the exposure accurately and compare it to design assumptions.
-
Pothole Depth
Depth from finished grade to the exposed utility or bottom of the test hole.
- Depth Units
-
Exposed Utility Diameter
Enter if the utility is round or cylindrical.
-
Exposed Utility Width
Enter if the utility is flat, rectangular, or otherwise better described by width.
-
Exposed Utility Height
Enter if needed to describe the exposed utility profile.
Survey Coordinates
This section ties the test hole to a coordinate system and survey method so the location can be mapped and reused downstream.
- Coordinate System
-
Horizontal Coordinate
Enter the surveyed eastings, northings, or other horizontal coordinate value as used by the project.
-
Vertical Coordinate
Enter the surveyed elevation or vertical coordinate value as used by the project.
- Coordinate Units
- Survey Method
Attachments and Notes
This section preserves photos, field observations, and QA status so the report is complete enough for review and handoff.
- Photos
-
Field Notes
Include any relevant observations, discrepancies, or limitations.
-
QA/QC Review Completed
Confirm the record was checked for completeness and coordinate consistency.
How to use this template
- 1. Enter the submission notice details first, including report date, project name, reporter name, and reporter email so the record has a clear owner and timestamp.
- 2. Describe the test hole location with a specific site description, the excavation method used, and the surface material removed so reviewers understand the field context.
- 3. Record the exposed utility details by selecting the utility type, material, and condition, and use the other-material field only when the standard list does not fit.
- 4. Fill in the measured dimensions with the correct units, using numeric values for pothole depth and utility size fields so the report stays consistent and searchable.
- 5. Add the survey coordinates, coordinate system, coordinate units, and survey method exactly as collected in the field so the location can be mapped without reinterpretation.
- 6. Attach photos, add field notes about anomalies or limitations, and mark QA review complete only after the record has been checked for accuracy and completeness.
Best practices
- Use conditional logic so utility_material_other only appears when the selected utility material is not already listed.
- Keep the coordinate system and coordinate units explicit in every report, because mixed reference systems are a common source of bad downstream mapping.
- Capture photos at the time of exposure and label them to match the test_hole_id so the visual record stays tied to the measurements.
- Record the actual measured units rather than converting later from memory, especially for depth, diameter, width, and height fields.
- Write field notes for anything unusual, such as partial exposure, wet soil, damaged casing, or unclear utility identification.
- Require QA review before final submission so missing coordinates, swapped units, and incomplete utility descriptions are caught early.
- Use a consistent naming convention for test_hole_id across the project so survey, design, and construction teams can cross-reference the same location.
What this template typically catches
Issues teams running this template most often surface in practice:
Common use cases
Frequently asked questions
What is this template used for?
This template is used to record a Quality Level A test hole after a utility has been physically exposed. It captures the location, excavation method, exposed utility attributes, measured dimensions, survey coordinates, and supporting photos. The result is a field report that can be reviewed, shared, and archived without relying on scattered notes.
When should a Quality Level A test hole report be completed?
Complete it immediately after the test hole is excavated, the utility is exposed, and the survey data is collected. That timing reduces transcription errors and helps preserve the context of the find. If the utility cannot be fully exposed or surveyed, the report should note the limitation rather than forcing incomplete data into the wrong fields.
Who should fill out this form?
A field technician, utility locator, survey crew member, or SUE lead can complete the report, depending on your workflow. The person entering the data should know the project naming convention, the coordinate system in use, and the utility identification standards. A separate QA reviewer can then confirm the record before it is finalized.
Does this template support ASCE 38-22 documentation?
Yes. It is structured around the information typically needed for a Quality Level A test hole record, including exposed utility details and surveyed horizontal and vertical coordinates. It is still important to align the final fields, labels, and review steps with your organization’s ASCE 38-22 interpretation and project requirements.
What are the most common mistakes when using this form?
Common mistakes include leaving out the coordinate system, mixing units, using vague utility descriptions, and skipping photo attachments. Another frequent issue is recording the pothole depth but not the exposed utility dimensions or condition. This template helps prevent those gaps by separating each data type into its own field.
Can this be customized for different utilities or project types?
Yes. You can add conditional logic for utility type, expand the utility material list, or add project-specific fields such as ticket number, owner, or conflict status. If your crews work across roadways, campuses, or industrial sites, you can also tailor the location description and attachment requirements to match the field environment.
How does this fit into a survey or GIS workflow?
The coordinate fields are designed to hand off cleanly to survey and mapping workflows. If your team uses GIS, CAD, or asset management tools, keep the coordinate system, units, and survey method consistent so the record can be imported or referenced later. A clear photo set and QA confirmation also make downstream review easier.
What should happen after the report is submitted?
After submission, the report should move to QA review, then into your project record or utility database. If the test hole reveals a conflict, the finding should be routed to the design or construction team for follow-up. The form should make that next step visible so the record does not stop at data capture.
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