Form library · Construction and handover
Practical completion certificate template
A practical completion certificate and handover record. Record the form of contract, the parties, the works, the date for completion and the date of practical completion, then any minor items still to finish with who will do them, dates and photos. Record the rectification period and its end date, the retention and what is released, the handover documents and keys, and get signatures from the contract administrator, contractor and client. Every question is listed below, and you can fill the live form in on this page.
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What does a certificate of practical completion do?
Under JCT contracts, and many others, the certificate records the date when the contract administrator considers the works complete for all practical purposes. It starts the rectification (defects) period, ends the contractor's liability for delay damages and is usually when part of the retention is released. The exact effect depends on the contract, so check its terms.
Last updated . Facts checked by the SiteSurvey team on 17 October 2026 against JCT: Minor Works Building Contract with contractor's design 2016, guidance notes, RICS Construction Journal: why professionals should be wary of practical completion, RICS practice information: defects and rectifications and regulation 12 of the Construction (Design and Management) Regulations 2015.
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Every question in the practical completion certificate template
A practical completion certificate: the contract, works and date of practical completion, outstanding minor items, the rectification period, retention, handover documents and signatures. 4 sections and 50 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.
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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
- Client: the project's customer
- Site: the site, when the form is opened for a space or a product
- Site address: the site address, from the space or the project
Contract
- ProjectShort answerFills in from the project name
- ClientShort answerFills in from the project's customer
- Site*Short answerFills in from the site, when the form is opened for a space or a product
- Site addressShort answerFills in from the site address, from the space or the project
- Date of practical completion*Date
- TimeTime
- Form of contractChoose one
- JCT Minor Works
- JCT Intermediate
- JCT Design and Build
- JCT Standard Building
- NEC
- Other or none
- Contract referenceShort answer
- Employer or client*Short answer
- Contractor*Short answer
- Contract administrator or employer's agentShort answer
- Description of the works*Notes
- Date for completion in the contract, as extendedDate
- CheckPractical completion is after the date for completion. Liquidated damages may be due under the contract for the delay.Shown only when the answers above make it relevant
- Days after the date for completionWorked out by the formShown only when the answers above make it relevant
- Liquidated damages rate in the contract (£ per week)Number
Optional. The form multiplies it by the weeks late as arithmetic only; the contract and any extensions decide what is due.
Shown only when the answers above make it relevant - Liquidated damages at that rate (£)Worked out by the formShown only when the answers above make it relevant
- GuidanceUnder JCT contracts, and many others, practical completion starts the rectification (defects) period, ends the contractor's liability for delay damages and is when part of the retention is usually released. Check the terms of your contract.
- CheckNEC contracts do not use practical completion. Under the NEC Engineering and Construction Contract the Project Manager certifies Completion, as defined in the contract, and the defects date and delay damages run from that. Record the Project Manager as the contract administrator below.Shown when “Form of contract” is “NEC”
- CheckThis is a site record of the handover. Where the contract has its own certificate, such as the JCT Practical Completion Certificate or Statement, that certificate must still be issued by the person named in the contract. This record supports it and does not replace it.
Outstanding items
- Are there minor items still to finish?Yes or No
- Outstanding itemsRepeat for each item. Each one asks:Shown when “Are there minor items still to finish?” is Yes
- Item*Short answer
- LocationShort answer
- Who will finish it?Short answer
- To be finished byDate
- StatusChoose one
- Open
- Finished
- Days allowed after practical completionWorked out by the formShown when “To be finished by” is answered and “Date of practical completion” is answered
- PhotosPhotos
- item_f_openWorked out by the form
- item_f_noownerWorked out by the form
- item_f_nodateWorked out by the form
- Outstanding itemsWorked out by the formShown when “Are there minor items still to finish?” is Yes
- Still openWorked out by the formShown when “Are there minor items still to finish?” is Yes
- With no ownerWorked out by the formShown when “Are there minor items still to finish?” is Yes
- With no dateWorked out by the formShown when “Are there minor items still to finish?” is Yes
- CheckSome items have no owner or no date. Agree who will finish each one and by when, so the list can be closed.Shown only when the answers above make it relevant
- Rectification period (months)Number
- Rectification period endsDate
- Months from practical completion to that dateWorked out by the formShown when “Rectification period ends” is answered and “Date of practical completion” is answered
- CheckThe end date does not match the rectification period in months. Check both against the contract.Shown only when the answers above make it relevant
- WarningThe rectification period end date is before the date of practical completion.Shown only when the answers above make it relevant
- Retention (%)Number
- Contract sum or value of the works (£)Number
Optional. Use the figure the retention is calculated on under your contract.
- Retention held before practical completion (£)Worked out by the formShown only when the answers above make it relevant
- Retention released at practical completionShort answer
- Share of the retention released now (%)Number
For example 50 if half is released at practical completion. Check your contract.
Shown only when the answers above make it relevant - Released now (£)Worked out by the formShown only when the answers above make it relevant
- Still held to the end of the rectification period (£)Worked out by the formShown only when the answers above make it relevant
Handover documents
- Handed overTick all that apply
- Health and safety file
- Operation and maintenance manuals
- As-built drawings
- Test and commissioning certificates
- Building control completion certificate
- Warranties and guarantees
- Keys and access fobs
- Handover documents received (of 7)Worked out by the form
- CheckCDM 2015: where a project has more than one contractor, the principal designer prepares the health and safety file and passes it to the client at the end of the project, and the client keeps it available for anyone who needs it.Shown only when the answers above make it relevant
- Number of keys or fobsNumber
Certificate
- GuidanceThe contract administrator certifies that practical completion of the works was achieved on the date above.
- Contract administrator name (the Project Manager under NEC)*Short answer
- Contract administrator signatureSignature
- For the contractorShort answer
- Contractor signatureSignature
- For the clientShort answer
- Client signatureSignature
See it filled in
A completed practical completion certificate 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.
Practical completion certificate FAQs
Who issues the certificate?
Under JCT contracts, the architect or contract administrator certifies the date of practical completion. The form records who certifies it and has signatures for the contractor and client too.
Can there be outstanding items?
RICS notes that it is usual practice to issue a list of minor items at practical completion. Record each one with its location, who will finish it, a date and photos, so they are clear to everyone.
What is the rectification period?
The period after practical completion during which the contractor must put right defects that appear. Its length is set in the contract: JCT's Minor Works guidance gives 3 months unless otherwise agreed, and RICS notes that 12 or 24 months is often agreed. The form records the length and the end date.
What happens to the retention?
JCT's Minor Works guidance says 5 per cent is normally retained up to practical completion and the contract envisages that this is halved until the final certificate. RICS notes that the second half is returned once defects have been made good. The form records the percentage and what is released.
What if completion is late?
If the work is not finished by the date for completion, as extended, the employer can recover liquidated damages at the rate set in the contract. The form records the date for completion and warns when practical completion is later.
What documents are handed over?
Typically the health and safety file, operation and maintenance manuals, as-built drawings, test and commissioning certificates, the building control completion certificate, warranties and keys. On projects with more than one contractor, CDM 2015 has the principal designer pass the health and safety file to the client at the end. The form warns if it is missing.
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Snag by snag record with room, element, photo and priority, checks with no snag, totals and re-inspection.
A customer handover pack record: completion and handover dates, certificates in the pack and to follow, manuals, warranties and keys, each system demonstrated, where the controls and shut-offs are, outstanding items, aftercare and the customer's signature.
A CDM health and safety file index with relevant residual risks, document revisions, maintenance information, outstanding items and client handover.
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