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✅ Punch List Tracker

Track all punch list items through completion. Essential for efficient closeout and timely final payment.

Why Track Punch Lists?​

Punch list tracking helps you:

  • Complete closeout - Ensure all items are finished
  • Assign responsibility - Know who's fixing what
  • Meet deadlines - Track completion dates
  • Get paid - Final payment depends on completion

Tracker Template​

Basic Information​

Project: _________________________
Project Number: __________________
Punch List Date: _________________
Total Items: ____________________
Completed Items: ________________
Prepared By: _____________________
Last Updated: ____________________

Tracking Columns​

Item #LocationDescriptionResponsible PartyPriorityDue DateStatusDate CompletedDate VerifiedNotes
001Room 201Touch up paint, north wallPaint CoStandard2/5/26✅ Complete2/3/262/4/26
0022nd FloorReplace damaged doorDoor CoCritical2/1/26🔄 In ProgressStarted 2/2/26
003LobbyFix loose baseboardGCMinor2/10/26⬜ Open

Status Definitions​

StatusMeaningAction
⬜ OpenNot startedAssign and schedule
🔄 In ProgressWork in progressMonitor completion
✅ CompleteWork finishedVerify quality
✅ VerifiedOwner/architect verifiedClose out item
❌ RejectedWork not acceptableRe-do work

Priority Levels​

PriorityMeaningDue Date
CriticalSafety or code issueImmediate
StandardNormal finish itemPer schedule
MinorCosmetic, non-criticalCan wait

Organization Methods​

By Location​

Group items by room, floor, or area. Best for walkthroughs.

By Trade​

Group items by subcontractor. Best for assigning work.

By Priority​

Group items by urgency. Best for scheduling.

Calculations​

Completion Rate​

Completion % = (Completed Items ÷ Total Items) × 100

Items Overdue​

Overdue = Items where Due Date < Today and Status ≠ Complete

Average Days to Complete​

Avg Days = Sum(Completion Date - Due Date) ÷ Total Items

Color Coding​

  • Red - Critical or overdue
  • Yellow - Due within 3 days
  • Green - Complete and verified
  • Blue - In progress
  • Gray - Open, not due yet

Best Practices​

  1. Be specific - Clear location and description
  2. Set priorities - Focus on critical items first
  3. Assign clearly - One responsible party per item
  4. Set deadlines - Realistic completion dates
  5. Verify quality - Don't mark complete until verified
  6. Update daily - Keep status current

Common Issues​

IssueSolution
Items not assignedAssign to responsible party immediately
Overdue itemsExpedite or negotiate extension
Rejected workUnderstand reason, re-do properly
Unclear descriptionAdd photos, clarify location
Close Out Fast

The faster you complete punch lists, the faster you get final payment. Focus on critical items first, then standard, then minor.