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✅ Project Startup Checklist

A comprehensive checklist to ensure your project starts right. Good project startup prevents problems during construction and closeout.

Why Project Startup Matters​

Starting a project well prevents:

  • Payment problems (missing notices, wrong paperwork)
  • Schedule delays (permits, submittals, long-lead items)
  • Cost overruns (missed scope, bad estimates)
  • Relationship damage (miscommunication, unclear expectations)
The First 30 Days

The first 30 days set the tone for the entire project. Invest time upfront to avoid problems later.

Phase 1: Pre-Construction (Before Mobilization)​

Contract & Legal​

  • Signed contract received and reviewed
  • Contract amount matches proposal/bid
  • Scope of work clearly defined
  • Exclusions documented
  • Payment terms understood (retention, billing dates)
  • Change order procedures defined
  • Insurance requirements identified
  • Bond requirements identified (if any)
  • Indemnification clauses reviewed by counsel
  • Warranty terms understood

Lien Rights Protection​

  • Preliminary notice sent (if required by state)
  • Lien deadline calendar created
  • Property owner information verified
  • GC/lender information documented
  • Notice requirements for each tier understood

Insurance & Bonding​

  • Insurance certificates sent to GC/owner
  • COI names additional insureds correctly
  • Workers' comp certificate provided
  • Auto insurance certificate provided
  • Excess/umbrella coverage confirmed
  • Bonds ordered (if required)
  • Bond forms match contract requirements

Project Team Setup​

  • Project manager assigned
  • Superintendent assigned
  • Project engineer assigned (if applicable)
  • Key contacts list created
  • Emergency contact list created
  • Communication protocols established
  • Reporting requirements understood

Phase 2: Project Setup (Week 1)​

Administrative Setup​

  • Job number created in accounting system
  • Project folder/file structure created
  • Document control system set up
  • Drawing log started
  • RFI log created
  • Submittal log created
  • Change order log created
  • Daily report template ready

Schedule of Values​

  • Schedule of Values (SOV) prepared
  • SOV submitted for approval
  • Line items match contract scope
  • Appropriate level of detail
  • Change order provisions included
  • Billing format approved

Budget Setup​

  • Project budget created
  • Cost codes assigned
  • Labor budget by phase
  • Material budget by category
  • Subcontract values entered
  • Equipment budget established
  • Contingency allocated
  • Profit margin identified

Subcontractor Coordination​

  • Subcontracts issued
  • Subcontractor insurance received
  • Subcontractor licenses verified
  • Scope letters/exhibits attached
  • Payment terms communicated
  • Scheduling requirements communicated
  • Safety requirements communicated

Phase 3: Document Review (Week 1-2)​

Drawings Review​

  • All drawing sheets received
  • Latest revision confirmed
  • Drawing log created with issue dates
  • Architectural drawings reviewed
  • Structural drawings reviewed
  • MEP drawings reviewed
  • Civil/site drawings reviewed
  • Conflicts/issues noted

Specifications Review​

  • All specification sections received
  • Submittal requirements extracted
  • Product substitutions identified
  • Quality requirements noted
  • Testing requirements identified
  • Closeout requirements noted

Existing Conditions​

  • Site visit completed
  • Existing conditions documented (photos)
  • Access routes confirmed
  • Utility locations identified
  • Adjacent property conditions documented
  • Pre-construction survey (if needed)

Phase 4: Submittals & Long-Lead Items (Week 1-2)​

Submittal Schedule​

  • Submittal log created from specs
  • Long-lead items identified
  • Submittal schedule created
  • Submittal responsibilities assigned
  • Review times built into schedule

Long-Lead Items Ordered​

Priority items to release immediately:

  • Structural steel
  • Elevators
  • Electrical switchgear
  • Generators
  • Mechanical equipment
  • Custom millwork
  • Specialty doors/hardware
  • Custom light fixtures
  • Curtain wall systems

Product Selections​

  • Owner selections complete
  • Allowance items identified
  • Substitutions approved
  • Color/finish selections made
  • Samples submitted/approved

Phase 5: Site Mobilization​

Permits & Approvals​

  • Building permit obtained
  • Demolition permit (if needed)
  • Grading permit (if needed)
  • Street/sidewalk permit (if needed)
  • Utility connection permits
  • Fire department approval
  • SWPPP/erosion control plan (if needed)

Site Setup​

  • Site access established
  • Temporary fencing installed
  • Project signage posted
  • Office trailer delivered/setup
  • Temporary power established
  • Temporary water established
  • Temporary toilets placed
  • Dumpster/waste containers placed
  • Tool storage secured
  • Material laydown area designated

Safety Setup​

  • Site-specific safety plan created
  • OSHA posting requirements met
  • First aid kit on site
  • Fire extinguishers placed
  • Emergency numbers posted
  • Safety orientation materials ready
  • PPE requirements posted
  • Jobsite safety rules posted

Phase 6: Kickoff Meeting​

Internal Kickoff​

Hold with your team before owner kickoff:

  • Project scope reviewed
  • Schedule reviewed
  • Budget reviewed
  • Team roles clarified
  • Risk areas discussed
  • Quality standards established
  • Communication plan confirmed
  • Questions answered

Owner/GC Kickoff Meeting​

Agenda items to cover:

  • Introductions and roles
  • Project scope confirmation
  • Schedule review and milestones
  • Communication protocols
  • Meeting schedule established
  • RFI/submittal procedures
  • Change order procedures
  • Pay application procedures
  • Site access and logistics
  • Safety requirements
  • Quality expectations
  • Closeout requirements preview

Meeting Documentation​

  • Meeting minutes distributed
  • Action items assigned
  • Decisions documented
  • Open issues tracked

Phase 7: Schedule Development​

Master Schedule​

  • Master schedule developed
  • Milestones identified
  • Critical path identified
  • Subcontractor input obtained
  • Owner approval received
  • Schedule distributed to team

Look-Ahead Schedule​

  • 3-week look-ahead created
  • Updated weekly
  • Distributed at OAC meetings

Key Dates Tracked​

  • Substantial completion date
  • Final completion date
  • Liquidated damages trigger
  • Owner move-in date
  • Permit expiration dates
  • Inspection milestones

Phase 8: Communication Setup​

Meetings Scheduled​

  • OAC meeting schedule (weekly/biweekly)
  • Foreman meeting schedule
  • Safety meeting schedule
  • Subcontractor coordination meetings

Technology Setup​

  • Project management software access
  • Drawing viewer/BIM access
  • File sharing access
  • Team email list created
  • Photo documentation system

Reporting Schedule​

  • Daily report procedures
  • Weekly progress report format
  • Monthly progress photos
  • Pay application schedule

Common Startup Mistakes to Avoid​

MistakeConsequencePrevention
Missing preliminary noticeLost lien rightsSend day 1
Not reviewing contractSurprise termsReview before signing
Late submittalsSchedule delaySubmit week 1
No kickoff meetingMiscommunicationSchedule before start
Skipping site surveyUnknown conditionsDocument pre-construction
Wrong insuranceCoverage gapsVerify requirements
No budget setupCost surprisesSet up before billing

Startup Meeting Checklist (Quick Reference)​

Print and bring to kickoff meeting:

□ Contract copy
□ Drawings (latest revision)
□ Specifications
□ Schedule
□ Schedule of Values
□ RFI log
□ Submittal schedule
□ Contact list
□ Safety plan
□ Meeting agenda
□ Note-taking materials

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