Free Decision Log Template
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Six months into a project, someone will ask "why did we pick that subcontractor?" or "who agreed to change the design?" A decision log gives you the answer. You record each important decision, who made it, what else was considered and why, one row at a time.
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Quick answer
A decision log is a running record of the significant decisions made on a project: what was decided, why, by whom and when. This free Excel template has 9 columns and a 7-category drop-down, so months later you can still answer questions like why a vendor was chosen.
This page is for recording choices once they are made. If you need to track problems that are happening now and still need a fix, use my issue log template. When an issue is settled by a decision, log the decision here and note the issue ID.
What's in the decision log template?
The template is a single Excel sheet with a project details row and 40 numbered decision rows. Each row holds the full story of a decision: what was decided, who decided, what else was on the table and what changes because of it.
| Column | Field | What to Enter |
|---|---|---|
| ID | Decision Number | Pre-filled DEC-001 to DEC-040. Add more by copying the last row downward. |
| Date | Decision Date | The date the decision was formally made, not the date it was first discussed. |
| Decision Made | The Decision | State the decision in one clear sentence starting with an active verb: "Selected AWS as cloud platform" not "AWS". |
| Category | Drop-down | Technical / Commercial / Scope / Schedule / Resource / Risk / Other. Validated drop-down: keeps the log filterable by type. |
| Alternatives Considered | Other Options | List the realistic alternatives that were genuinely evaluated before this decision was made. "Azure, GCP" not just "other providers". |
| Rationale | Why This Choice | The specific reason this option was chosen over the alternatives. Should reference criteria: cost, risk, capability, timeline, existing relationships. |
| Impact | What Changes | What changes in the project as a result of this decision: scope, plan, resource, documentation that needs updating. |
| Decision By | Owner | The person who made or formally authorised the decision. One named individual, not "the team" or "stakeholders". |
| Review Date | Optional Review | If the decision may need revisiting (e.g. vendor shortlist before final award), set a review date. Leave blank for permanent decisions. |
Which decision categories should you use?
The Category drop-down has seven options. Using them consistently lets you filter the log, for example to pull all commercial decisions for a contract review.
What goes in a decision log?
People either log everything, so the log becomes too big to use, or log too little, so it is useless. Use one simple test: would forgetting why we made this decision cause problems later? If yes, log it.
Always Log These
Any decision that is difficult or costly to reverse. Any decision that affects more than one team member or work stream. Any decision that changes a project baseline or assumption. Any decision involving vendor selection, technology choice or architecture. Any decision where two or more stakeholders had competing preferences.
Don't Bother Logging These
Day-to-day operational choices with no lasting project impact. Decisions already documented in other formal project documents (e.g. an approved change request already records the decision and rationale). Routine administrative decisions like meeting scheduling or document naming conventions.
Writing a Decision Entry That Holds Up
How to fill it in: a construction example
This is an example only, written the way I would log decisions on a building project in the UAE. Notice that every row names the alternatives and one person who decided.
| ID / Category | Decision and decided by | Alternatives considered | Rationale |
|---|---|---|---|
| DEC-001 / Commercial | Award the MEP package to Subcontractor B. Decided by: Project Director | Subcontractor A (lowest price), Subcontractor C | B could meet the chiller delivery date and already had shop drawings approved by the same consultant on a similar job. A had no capacity until later. |
| DEC-002 / Schedule | Move roof slab pours to night shifts in summer. Decided by: Construction Manager | Day pours with retarder, delay the roof slab | Avoids the midday work break and heat risk to concrete quality. Consultant agreed and the night work permit was in place. |
| DEC-003 / Scope | Use the consultant-approved alternative floor tile. Decided by: Client Representative | Wait for the specified tile, use a different supplier | The specified tile was a long-lead item. The alternative was approved through a material submittal at no extra cost. Linked to CR-007. |
Mistakes I see with decision logs
- Writing the entry days later from memory. Log it the same day, straight after the meeting.
- Putting "the team" or "management" as the decision owner. Name one person.
- Leaving the alternatives blank. That is the first thing people ask about when a decision is challenged.
- Mixing open problems into the log. Problems belong in the issue log until someone decides how to fix them.
- Overwriting a decision when it changes. Add a new row and refer to the old ID, so the history stays.
Decision Log vs Action Log vs Issue Log
People often mix these three registers into one sheet. Keep them separate. Each one records a different thing, and each is easier to use on its own.
A simple workflow: an issue is raised in the issue log. The PM, or the change control board, decides how to resolve it. That decision goes in the decision log. Any tasks that follow go in the action item tracker. You use all three at the same time during execution.
Decision Log: 4 Common Questions
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