Form library · Construction and handover
Construction closeout checklist
A project closeout checklist for the contractor, filled in on a phone after substantial or practical completion and updated until the job is closed. Record where the punch list stands, each inspection and the certificate of occupancy or completion certificate reference, commissioning and test certificates, O&M manuals and as-built drawings, and every warranty with its start date and length as stated. Then attic stock, training for the owner's staff, keys, final cleaning, demobilisation and site reinstatement, the final account and retention, lien waivers on US jobs or the health and safety file on UK jobs, and lessons learned. The form counts what is outstanding in each section and shows a closeout status. It certifies nothing: for the signed handover documents use the certificate of completion or the practical completion certificate.
For project managers, superintendents and site managers at general and main contractors closing out commercial fit-outs, new builds and refurbishments, and for owners' representatives tracking what is still owed to them.
On UK projects the form asks about the health and safety file under CDM 2015 instead of lien waivers; list its contents with the health and safety file template.
- Punch list totals and open items, inspections and approvals with results, and the certificate of occupancy or completion certificate reference
- Commissioning and test certificates, and warranties and guarantees with provider, start date, length as stated and the document, counted when still to follow
- O&M manuals, as-builts, attic stock, training sessions, keys, final clean, demobilisation and reinstatement, with photos and a Walk Cam walk-round
- Final account, retention held and released, lien waivers received (US) or health and safety file handover (UK), with the arithmetic done for you
- Items outstanding counted by section, a closeout status, actions with owners and dates, lessons learned and two signatures
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What is on a construction closeout checklist?
A closeout checklist is useful when it shows, on any given day, exactly what is still owed and by whom: which certificates, warranties and as-builts have not arrived, which handover items and site clean-up are left, whether the final account is agreed and which lien waivers or the health and safety file are still to come. Counting each item once by section stops the list from looking finished when it is not.
Last updated . Facts checked by the SiteSurvey team on 27 October 2026 against Construction (Design and Management) Regulations 2015, regulation 12 (construction phase plan and health and safety file), Building Regulations 2010, regulation 17 (completion certificates), England, International Residential Code section R109.1.6, final inspection (as reproduced by Winnebago County, Illinois, building department), AIA Contract Documents, summary of G704-2017, Certificate of Substantial Completion and AIA Contract Documents, instructions for G704-2017.
How to use the construction closeout checklist
Start it at substantial or practical completion and fill it in again at each closeout review until nothing is left.
Enter the project and completion date
Add the contractor, job number, architect or contract administrator and the substantial or practical completion date. Choose the country so the right questions show.
Record the punch list and approvals
Enter the punch list totals and open items, each inspection or approval with its result and reference, and the final approval reference with a copy.
Track certificates, manuals and warranties
List each commissioning or test certificate and warranty with its status. Mark O&M manuals, as-builts and product data as done or outstanding, with a photo of what was handed over.
Hand over and leave the site
Record attic stock, training sessions and keys, then check the final clean, demobilisation and reinstatement with photos or a Walk Cam walk-round.
Settle the money
Enter the contract sum, approved changes, final account, payments and retention, and each lien waiver received on US jobs or the health and safety file handover on UK jobs.
Review and sign
Check the items outstanding by section, add actions with owners and dates, record lessons learned and sign with the owner. Share the PDF report and update it at the next review.
What makes a closeout checklist useful
Warranties and guarantees: provider, start date and length exactly as stated, and whether the document is received or still to follow
HVAC equipment: Keystone Mechanical, manufacturer registration, start 16 Oct 2026, length as stated on the registration, to follow. Carpet tile: manufacturer via Tri-County Flooring, start 16 Oct 2026, 15 years as stated on the warranty, received. 1 of 3 warranties still to follow, counted in the 9 closeout items outstanding.
Fictional example. Record the actual evidence and approved arrangements for your job.
A common recording mistake
Treating substantial completion as the end of the job, so the as-builts, warranty registrations and last lien waivers drift for months and the retention cannot be released.
What happens next
Chase each outstanding item by its date, update the checklist at the next closeout review, and sign it off with the owner when the status shows nothing outstanding.
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Every question in the construction closeout checklist template
A contractor's project closeout checklist: punch list status, inspections and the certificate of occupancy or completion certificate reference, commissioning and test certificates, O&M manuals, as-built drawings, warranties with start dates and lengths as stated, attic stock, owner training, keys, final cleaning, demobilisation and reinstatement, final account and retention, lien waivers (US) or the health and safety file (UK), lessons learned, items outstanding counted and a closeout status. 9 sections and 156 questions. Follow-up questions and guidance appear only when an answer calls for them, so the person on site never sees the ones that do not apply.
Make it your own: every question is editable
This is a starting point, not a fixed form. Once it is in your SiteSurvey account you can reword any question, add or remove questions, sections and answer options, and add your own logo, so it fits the way your team works and the jobs you do.
Details you only enter once
Add this form to a project in SiteSurvey and it fills in what the project already knows, so nobody on site retypes it and every form on the job uses the same names. Anything filled in can still be changed.
- Project: the project name
- Project address: the site address, from the space or the project
- Owner or client: the project's customer
Project and closeout
- ProjectShort answer
Filled in from the project in SiteSurvey.
Fills in from the project name - Project addressShort answerFills in from the site address, from the space or the project
- Owner or clientShort answerFills in from the project's customer
- Location (GPS)Short answer
- Closeout review date*Date
- Prepared by*Short answer
- Contractor*Short answer
- Job or contract numberShort answer
- Architect, engineer or contract administratorShort answer
- Owner's representativeShort answer
- Where is the project?*Choose one
Shows the lien waiver questions for the US and the health and safety file questions for the UK.
- United States
- United Kingdom
- Other
- Substantial or practical completion dateDate
As stated on the certificate of substantial completion or practical completion certificate.
- Certificate referenceShort answer
- Days from completion to this reviewWorked out by the formShown only when the answers above make it relevant
- Target date to finish closeoutDate
- CheckThis is the contractor's closeout tracker. It records what is done and what is left. It is not a certificate of substantial or practical completion, a certificate of occupancy or a final account, and it does not certify that the work meets the code or the contract.
Punch list, inspections and final approval
- GuidanceKeep the items themselves on the punch list (snagging list). Here you record where it stands.
- Punch list reference and revisionShort answer
For example the SiteSurvey construction punch list for this job, Rev 2.
- Items on the punch listNumber
- Items still openNumber
- Date of the last punch walkDate
- Punch items closed (%)Worked out by the formShown only when the answers above make it relevant
- GuidanceList each inspection or approval other than the final approval, which goes below.
- Inspections and approvalsRepeat for each inspection. Each one asks:
- Inspection or approval*Short answer
For example Fire alarm acceptance test, Fire marshal final, Health department.
- Authority or inspectorShort answer
- DateDate
- Result*Choose one
- Passed
- Failed: re-inspection needed
- Not yet done
- ReferenceShort answer
As written on the permit card, the online record or the inspector's report.
- Copy of the resultPhotos
- insp_f_openWorked out by the form
- Inspections listedWorked out by the form
- Failed or not yet doneWorked out by the form
- Final approval*Choose one
- Certificate of occupancy issued
- Building control completion certificate issued
- Final inspection passed (no certificate for this work)
- Not yet obtained
- Not required for this work
- Reference and dateShort answerShown only when the answers above make it relevant
- CopyPhotosShown only when the answers above make it relevant
- Why it is not required, and who said soNotesShown when “Final approval” is “Not required for this work”
- CheckThe final approval comes from the building department or building control, not from this form. Under the International Residential Code (section R109.1.6, as adopted locally) the final inspection is made after the permitted work is complete and before occupancy. In England, a building control completion certificate is evidence, but not conclusive evidence, that the requirements it names have been met (Building Regulations 2010 reg 17(4)).Shown when “Final approval” is “Not yet obtained”
- final_openWorked out by the form
Commissioning and test certificates
- Certificates and reportsRepeat for each certificate. Each one asks:
- System*Choose one
- HVAC and ventilation
- Controls or building management system
- Electrical distribution
- Lighting and emergency lighting
- Fire alarm
- Sprinkler or suppression
- Plumbing and hot water
- Medical or process gases
- Gas
- Lift or elevator
- Doors, access control and security
- Data and communications
- Roofing and envelope
- Other
- Certificate or report*Short answer
For example Test and balance report, Electrical installation certificate.
- Issued byShort answer
- Date of the testDate
- Status*Choose one
- Received
- To follow
- Not required
- Who will send it, and by whenShort answerShown when “Status” is “To follow”
- CopyPhotosShown when “Status” is “Received”
- cert_f_dueWorked out by the form
- ListedWorked out by the form
- Still to followWorked out by the form
Manuals, drawings and warranties
- Operation and maintenance (O&M) manuals for the installed systems and equipmentChoose one
- Done
- Outstanding
- Not checked
- Not applicable
- What needs doing, or why not checkedNotesShown only when the answers above make it relevant
- As-built (record) drawings showing the work as installedChoose one
Marked-up or redrawn, as the contract asks.
- Done
- Outstanding
- Not checked
- Not applicable
- What needs doing, or why not checkedNotesShown only when the answers above make it relevant
- Final product data, approved submittals and the finish scheduleChoose one
- Done
- Outstanding
- Not checked
- Not applicable
- What needs doing, or why not checkedNotesShown only when the answers above make it relevant
- Maintenance schedule or planned maintenance information for the ownerChoose one
- Done
- Outstanding
- Not checked
- Not applicable
- What needs doing, or why not checkedNotesShown only when the answers above make it relevant
- Photo of the documents handed overPhotos
- GuidanceEnter each warranty start date and length exactly as the contract or the warranty states them; the form sets neither. Under AIA G704, for example, warranties required by the contract documents start on the date of substantial completion unless other dates are named for them.
- Warranties and guaranteesRepeat for each warranty. Each one asks:
- System, product or work covered*Short answer
- ProviderShort answer
Contractor, subcontractor or manufacturer.
- Start date, as statedDate
- Length, as statedShort answer
Copy it from the warranty, for example 1 year, 20 years.
- Status*Choose one
- Received
- To follow
- Warranty or guarantee documentPhotosShown when “Status” is “Received”
- w_f_dueWorked out by the form
- ListedWorked out by the form
- Still to followWorked out by the form
Handover to the owner
- Keys, access cards and codes handed over against a signed key scheduleChoose one
- Done
- Outstanding
- Not checked
- Not applicable
- What needs doing, or why not checkedNotesShown only when the answers above make it relevant
- Contractor access codes, temporary keys and fobs withdrawn or changedChoose one
- Done
- Outstanding
- Not checked
- Not applicable
- What needs doing, or why not checkedNotesShown only when the answers above make it relevant
- Owner shown where the main shut-offs, isolators and controls areChoose one
- Done
- Outstanding
- Not checked
- Not applicable
- What needs doing, or why not checkedNotesShown only when the answers above make it relevant
- Attic stock and spare parts handed over, with a signed receiptChoose one
List them below.
- Done
- Outstanding
- Not checked
- Not applicable
- What needs doing, or why not checkedNotesShown only when the answers above make it relevant
- Training for the owner's staff given on each system that needs itChoose one
List each session below.
- Done
- Outstanding
- Not checked
- Not applicable
- What needs doing, or why not checkedNotesShown only when the answers above make it relevant
- Attic stock and spares handed overRepeat for each item. Each one asks:
- Item*Short answer
For example Ceiling tiles, carpet tiles, paint, filters, fuses.
- QuantityNumber
- Where it was leftShort answer
- Received byShort answer
- Photo of the stock or the signed receiptPhotos
- Training for the owner's staffRepeat for each session. Each one asks:
- System*Choose one
- HVAC and ventilation
- Controls or building management system
- Electrical distribution
- Lighting and emergency lighting
- Fire alarm
- Sprinkler or suppression
- Plumbing and hot water
- Medical or process gases
- Gas
- Lift or elevator
- Doors, access control and security
- Data and communications
- Roofing and envelope
- Other
- Trained byShort answer
- Date givenDate
- People trainedNumber
- Attendance sheet signed?Yes or No
- Attendance sheet or recordingPhotosShown when “Attendance sheet signed?” is Yes
- Training sessionsWorked out by the form
- Keys, cards and fobs handed overNumber
- Signed key schedulePhotos
- Health and safety file*Choose one
- Handed to the client
- Not yet handed over
Shown when “Where is the project?” is “United Kingdom” - Date handed overDateShown when “Where is the project?” is “United Kingdom” and “Health and safety file” is “Handed to the client”
- Passed to the client byChoose one
- Principal designer
- Principal contractor
Shown when “Where is the project?” is “United Kingdom” and “Health and safety file” is “Handed to the client” - File reference and revisionShort answerShown when “Where is the project?” is “United Kingdom”
- CheckUnder the Construction (Design and Management) Regulations 2015 reg 12(10), at the end of the project the principal designer, or where there is no principal designer the principal contractor, must pass the health and safety file to the client. The Health and Safety File Index form in the library lists what is in it.Shown when “Where is the project?” is “United Kingdom”
- hsf_openWorked out by the form
Cleaning, demobilisation and reinstatement
- Final clean done in every area, including glazing, fixtures, floors and inside cupboardsChoose one
- Acceptable
- Action needed
- Not checked
- Not applicable
- What needs doing, or why not checkedNotesShown only when the answers above make it relevant
- Waste, surplus materials and packaging removed from siteChoose one
- Acceptable
- Action needed
- Not checked
- Not applicable
- What needs doing, or why not checkedNotesShown only when the answers above make it relevant
- Site offices, welfare units, containers and plant removedChoose one
- Acceptable
- Action needed
- Not checked
- Not applicable
- What needs doing, or why not checkedNotesShown only when the answers above make it relevant
- Temporary power, water and lighting disconnected and removedChoose one
- Acceptable
- Action needed
- Not checked
- Not applicable
- What needs doing, or why not checkedNotesShown only when the answers above make it relevant
- Fencing, hoarding, signs and temporary protection removedChoose one
- Acceptable
- Action needed
- Not checked
- Not applicable
- What needs doing, or why not checkedNotesShown only when the answers above make it relevant
- Ground, paving, landscaping and verges reinstatedChoose one
- Acceptable
- Action needed
- Not checked
- Not applicable
- What needs doing, or why not checkedNotesShown only when the answers above make it relevant
- Neighbouring property and public roads left as found, any damage recordedChoose one
- Acceptable
- Action needed
- Not checked
- Not applicable
- What needs doing, or why not checkedNotesShown only when the answers above make it relevant
- Photos of the site as leftPhotos
- Walk Cam: site as leftWalk Cam video with voice-to-text
Optional. Film a guided walk-round on the SiteSurvey app.
Final account, retention and lien waivers
- GuidanceEnter the figures from your contract and payment records. The form only does the arithmetic; it states no retention rate, release date or payment term.
- Original contract sumNumber
- Approved changes, netNumber
Enter a negative number for a net credit.
- Adjusted contract sumWorked out by the form
- Final account*Choose one
- Agreed
- Not yet agreed
- Agreed final account valueNumberShown when “Final account” is “Agreed”
- Paid to dateNumber
- Balance still to payWorked out by the form
- Retention heldNumber
- Retention released so farNumber
- Retention still heldWorked out by the formShown only when the answers above make it relevant
- Date the rest is due for release, as the contract statesDateShown only when the answers above make it relevant
- fa_openWorked out by the form
- GuidanceLien waiver rules, forms and timing differ from state to state. The form records the waivers you received; it does not say which you need. Check your state's law and your contract.Shown when “Where is the project?” is “United States”
- Lien waivers receivedRepeat for each waiver. Each one asks:Shown when “Where is the project?” is “United States”
- From*Short answer
Contractor, subcontractor or supplier.
- Type, as written on the waiverShort answer
- Amount coveredNumber
- Covers work throughDate
- Copy of the signed waiverPhotos
- Lien waivers recordedWorked out by the formShown when “Where is the project?” is “United States”
- Final lien waivers still to collectNumberShown when “Where is the project?” is “United States”
Lessons learned
- Lessons learnedRepeat for each lesson. Each one asks:
- Topic*Choose one
- Design and information
- Programme or schedule
- Procurement and subcontractors
- Quality and defects
- Health and safety
- Cost and change control
- Communication with the owner
- Handover and closeout
- Other
- Went well or to improve*Choose one
- Went well
- To improve
- What happened*Notes
- What to do on the next projectNotes
- Who will take it forwardShort answer
- Went wellWorked out by the form
- To improveWorked out by the form
Closeout status, actions and sign-off
- GuidanceEach outstanding item is counted once. Punch list items are counted on the punch list and shown here on their own.
- Inspections and final approvalWorked out by the form
- CertificatesWorked out by the form
- Manuals, drawings, warrantiesWorked out by the form
- Handover to the ownerWorked out by the form
- SiteWorked out by the form
- Final account and lien waiversWorked out by the form
- Closeout items outstandingWorked out by the form
- Punch list items still openWorked out by the formShown when “Items still open” is answered
- Closeout statusWorked out by the form
- ActionsRepeat for each action. Each one asks:
- Action*Notes
- PriorityChoose one
- Safety: now
- Before final payment
- Before retention release
- By the agreed date
- Who will do it*Short answer
- Due byDate
- Status*Choose one
- Open
- In progress
- Done, checked
- Photo when donePhotosShown when “Status” is “Done, checked”
- Actions still openWorked out by the form
- Decision*Choose one
- Closed out
- Closed out except the actions listed, with dates
- Not closed out: items outstanding
- Next closeout review dateDate
- Summary for the ownerNotes
- Contractor project manager nameShort answer
- Contractor project manager signature*Signature
- Owner or client representative nameShort answer
- Owner or client representative signatureSignature
- CheckBy signing, both sides agree this is where closeout stands on the review date. It does not change the contract, the warranties, any retention or lien rights, and it is not a building department or building control approval.
See it filled in
A completed construction closeout checklist report, made by SiteSurvey from a fictional site visit: every answer, the photos, the guidance that applied and the sign-off, ready to send as a PDF.
Construction closeout checklist FAQs
Is a closeout checklist the same as a certificate of substantial completion?
No. A certificate of substantial completion, such as AIA Document G704, records the date the work reached substantial completion so warranties can start and the owner can use the building. The closeout checklist starts from that date and tracks what is still owed until the project is closed. Enter the certificate date and reference on page 1.
Source: AIA Contract Documents, summary of G704-2017, Certificate of Substantial Completion.
Does the form issue the certificate of occupancy or completion certificate?
No. Those come from the building department or building control. The form records the reference and a copy. Under the International Residential Code (section R109.1.6, as adopted locally) the final inspection is made after the permitted work is complete and before occupancy. In England, a building control completion certificate is evidence, but not conclusive evidence, that the requirements it names have been met.
Sources: International Residential Code section R109.1.6, final inspection (as reproduced by Winnebago County, Illinois, building department) and Building Regulations 2010, regulation 17 (completion certificates), England.
When do warranties start?
When the contract or the warranty says they do, so the form asks you to enter each start date and length exactly as stated. AIA's instructions for G704, for example, say warranties required by the contract documents start on the date of substantial completion unless other dates are named for them. Warranties still to follow are counted as outstanding.
Who hands over the health and safety file on a UK project?
Under CDM 2015 regulation 12(10), at the end of the project the principal designer, or where there is no principal designer the principal contractor, must pass the health and safety file to the client. On UK projects the form asks whether the file has been handed over, when, by whom and its reference, and counts it as outstanding until it has.
Which lien waivers do I need at closeout?
That depends on your state's law and your contract, and the rules, forms and timing differ from state to state. The form does not tell you which waivers you need. It records each waiver received with who it is from, the type as written, the amount and the date it covers, and the number of final waivers still to collect.
How does the form count what is outstanding?
Each item is counted once, by section: failed or pending inspections and the final approval, certificates and warranties still to follow, manuals and drawings outstanding, handover items, site items needing action, an unagreed final account and lien waivers still to collect. Punch list items are counted on the punch list itself and shown on their own, so nothing is counted twice.
Related
Related templates
Templates that go with the construction closeout checklist form
A commercial construction punch list near substantial completion: area by area, each item with its trade and subcontractor, room or GPS location, photo, priority, due date and status (open, ready for back-check, closed), the back-check and a back-charge flag, with counts per trade and overall and two signatures.
A contractor's certificate of completion for a construction job: parties and contract, the work completed by area with photos, completion date against the schedule, building department inspections and the final or certificate of occupancy reference, the final walkthrough, outstanding items with agreed dates, warranty start date as stated in the contract, lien waivers and documents handed over, the balance to pay, and owner acceptance with signatures.
A practical completion certificate: the contract, works and date of practical completion, outstanding minor items, the rectification period, retention, handover documents and signatures.
A CDM health and safety file index with relevant residual risks, document revisions, maintenance information, outstanding items and client handover.
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