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✅ Project Closeout Checklist

A comprehensive checklist to ensure nothing is missed during project closeout.

Why Use a Closeout Checklist?​

Project closeout is where money goes to die. Incomplete closeout means:

  • Retainage held indefinitely
  • Final payment delayed
  • Warranty disputes
  • Unhappy clients (no referrals)

This checklist ensures you collect what you're owed and leave a good impression.

Phase 1: Pre-Closeout (30 Days Before Substantial Completion)​

Administrative​

  • Review contract for closeout requirements
  • Identify all required closeout documents
  • Request closeout submittals from subcontractors
  • Schedule pre-final inspection with owner/architect
  • Compile as-built drawings
  • Gather all warranties and guarantees
  • Prepare operation & maintenance manuals

Financial​

  • Review all outstanding change orders — get signed
  • Identify unbilled work — submit final pay apps
  • Calculate final contract value
  • Review T&M work — ensure documented
  • Reconcile job costs vs. budget
  • Identify any backcharges to issue/resolve

Subcontractor Coordination​

  • Issue punch list requirements to subs
  • Collect lien waivers (conditional) from subs
  • Verify sub insurance certificates current
  • Confirm sub warranty documents received
  • Schedule sub participation in commissioning

Phase 2: Substantial Completion​

Punch List​

  • Schedule punch list walkthrough with owner/architect
  • Complete punch list documentation
  • Issue punch list items to responsible parties
  • Set deadline for punch completion
  • Track punch list progress daily
  • Verify completed items
  • Final punch walkthrough — get sign-off

Inspections & Approvals​

  • Final building inspection — obtain CO
  • Fire marshal inspection (if required)
  • Health department inspection (if required)
  • Elevator inspection (if applicable)
  • ADA compliance verification
  • Environmental closeout (if required)
  • LEED documentation (if applicable)

Testing & Commissioning​

  • HVAC testing, adjusting, balancing (TAB)
  • Plumbing pressure tests
  • Electrical testing and panel schedules
  • Fire alarm testing
  • Fire sprinkler testing
  • Security system testing
  • Building automation verification
  • Generator/emergency power test

Phase 3: Documentation Package​

As-Builts & Record Documents​

  • Marked-up drawing sets collected from field
  • As-built drawings prepared (CAD/PDF)
  • Specification changes documented
  • RFI log — final version
  • Change order log — final version
  • Submittal log — final version

Operation & Maintenance Manuals​

  • Equipment O&M manuals
  • Product data sheets
  • Warranty information
  • Spare parts lists
  • Maintenance schedules
  • Emergency contact list
  • System diagrams and schematics

Warranties & Guarantees​

  • Contractor general warranty letter
  • Roofing warranty (often separate/extended)
  • HVAC equipment warranties
  • Manufacturer warranties compiled
  • Subcontractor warranties
  • Extended warranties (if purchased)

Certifications & Test Reports​

  • Concrete test reports
  • Steel certifications
  • Soil compaction reports
  • Special inspection reports
  • HVAC TAB report
  • Commissioning report
  • Fire protection certifications

Phase 4: Training & Turnover​

Owner Training​

  • HVAC system operation
  • Building automation/controls
  • Fire/life safety systems
  • Security system
  • Plumbing systems (if complex)
  • Electrical systems (generators, etc.)
  • Landscape/irrigation (if applicable)

Training Documentation​

  • Sign-in sheets for all training sessions
  • Video recordings (if required)
  • Quick reference guides provided
  • Emergency procedures reviewed
  • Maintenance schedule explained
  • Warranty claim procedures explained

Keys & Access​

  • Final keying complete
  • Key schedule/bitting chart
  • Keys turned over to owner
  • Access cards/fobs programmed
  • Master key documentation
  • Security codes transferred

Phase 5: Financial Closeout​

Pay Applications​

  • Submit final pay application
  • Include all completed change orders
  • Attach required lien waivers
  • Submit retainage release request
  • Verify stored materials billed
  • Reconcile all billings

Lien Waivers​

  • Conditional final waiver submitted (with final pay app)
  • Subcontractor conditional finals collected
  • Upon payment: Unconditional final waiver
  • Subcontractor unconditional finals collected
  • Supplier unconditional finals collected

Cost Reconciliation​

  • Final job cost report completed
  • Compare budget vs. actual
  • Document lessons learned
  • Calculate final profit/loss
  • Close out job in accounting system
  • Archive financial records

Phase 6: Site Closeout​

Demobilization​

  • Remove temporary facilities (trailer, etc.)
  • Remove temporary utilities
  • Remove temporary fencing
  • Remove all equipment from site
  • Clean up storage/laydown areas
  • Return rented equipment

Final Cleanup​

  • Construction debris removed
  • Interior cleaning complete
  • Window cleaning complete
  • Final vacuum/mop
  • Exterior cleanup complete
  • Landscaping areas cleaned

Site Restoration​

  • Paving/striping complete
  • Landscaping installed/complete
  • Irrigation operational
  • Signage installed
  • Site lighting operational
  • Fencing/gates operational

Phase 7: Project Archive​

Documentation Archive​

  • Contract documents archived
  • Drawings (original + as-built) archived
  • Specifications archived
  • Correspondence files archived
  • Meeting minutes archived
  • Photos organized and archived
  • Daily reports archived
  • Inspection reports archived

Financial Archive​

  • Pay applications archived
  • Change orders archived
  • Lien waivers archived
  • Insurance certificates archived
  • Final cost report archived
  • Budget vs. actual archived

Digital Backup​

  • All files backed up to server
  • Project management software data exported
  • Photos/videos backed up
  • Email correspondence saved
Retention Period

Keep project records for the duration of the warranty period PLUS the statute of limitations (often 4-10 years depending on state). When in doubt, keep it longer.

Closeout Transmittal Checklist​

Use this when formally submitting closeout package:

CLOSEOUT TRANSMITTAL

Project: _________________________________
Date: ____________________________________
Submitted By: ____________________________

Enclosed documents:
□ Certificate of Substantial Completion
□ Certificate of Occupancy (copy)
□ As-Built Drawings (__ sets)
□ O&M Manuals (__ volumes)
□ Warranty Compilation
□ Training Sign-off Sheets
□ Final Lien Waivers
□ Final Pay Application
□ Keys and Key Schedule
□ Spare Parts and Attic Stock
□ Other: _______________________

By signing below, Owner acknowledges receipt of the above:

_____________________    ___________
Owner Signature           Date

Common Closeout Problems​

ProblemPrevention
Missing submittalsTrack from day one, not closeout
Sub won't provide waiverWithhold their final payment
Punch list drags onSet hard deadlines with consequences
Missing warrantiesRequire before final payment
O&M manuals incompleteSpec requirements clearly upfront
Retainage heldFollow up weekly, escalate
No CO issuedTrack inspection schedule early
Start Early

Closeout starts at project kickoff, not substantial completion. Track submittals, warranties, and O&M requirements from day one.