Closeout
Client handover
Give the client a clean, safe, documented, understandable home with keys, manuals, warranties, maintenance instructions, and known defect processes.
How to execute this stage
Micro-stage control plan
Work through each applicable step in order. A hold point means pause the dependent decision or work until the stated evidence and authorised review are complete.
01Prepare the handover pack, warranties, manuals, maintenance schedule, colour/product list, keys, remotes, certificates, and emergency contactsLevel 2 · Closeout
TaskCheckHold pointEvidenceRecordNext actionSimple explanation
Prepare the handover pack, warranties, manuals, maintenance schedule, colour/product list, keys, remotes, certificates, and emergency contacts.
Technical context
Coordinate this work against As-built drawings, Handover requirements, the current consent status, and the actual site condition. Confirm interfaces before releasing dependent work.
Why it matters: The main recorded risk is: Client does not know maintenance duties. A missed check can create rework, delay, hidden defects, an inspection failure, or a departure from approved project documents.
Prerequisites
- As-built drawings is current, approved for the intended use, and available to the people doing the work.
- Handover requirements and relevant product information have been checked.
- Access, responsibility, safety controls, preceding work and the client handover walk sequence are confirmed.
Checks
- Check the completed work against As-built drawings and Handover requirements.
- Check specifically for: Client does not know maintenance duties.
- Avoid this known mistake: Handing over loose documents with no index.
Evidence to save
- Wide, location-identifying and close-up photographs of the completed client handover work before it is concealed.
- Marked-up As-built drawings or a precise drawing/detail reference.
- Client handover walk result, consultant record, trade QA record or written not-applicable reason.
Hold point
Do not cover, backfill, load, connect, certify or release the next activity until Client handover walk and the required project evidence are complete or the authorised reviewer confirms what may proceed.
Stop or escalate when
- Client does not know maintenance duties
- Handing over loose documents with no index
- The current drawing, approval, competent reviewer or required evidence cannot be confirmed.
Documents and records
- As-built drawings
- Handover requirements
- Current RFI/site-instruction/change record
- Inspection and evidence register
- Cost effect
- Rectification, reinspection, delay, damaged follow-on work, access loss and changed scope can increase the cost of client handover. Record the cause and obtain written pricing before approving a commercial change.
- Programme effect
- This activity controls the release of dependent work. Update the lookahead programme and notify affected trades if the hold point, information, inspection or evidence is not ready.
Next action
Walk the client through systems, shut-off valves, switchboard, ventilation, appliances, maintenance, and defect reporting.
Applicability: Apply when this work package is included in the current project scope. Confirm project-specific consent, contract, design, site and authority requirements.
Use the current consented/issued project documents and competent site review. BuildPath does not approve work.
02Walk the client through systems, shut-off valves, switchboard, ventilation, appliances, maintenance, and defect reportingLevel 2 · Closeout
TaskCheckHold pointEvidenceRecordNext actionSimple explanation
Walk the client through systems, shut-off valves, switchboard, ventilation, appliances, maintenance, and defect reporting.
Technical context
Coordinate this work against Drainage as-built, Warranty conditions, the current consent status, and the actual site condition. Confirm interfaces before releasing dependent work.
Why it matters: The main recorded risk is: Missing warranty information. A missed check can create rework, delay, hidden defects, an inspection failure, or a departure from approved project documents.
Prerequisites
- Drainage as-built is current, approved for the intended use, and available to the people doing the work.
- Warranty conditions and relevant product information have been checked.
- Access, responsibility, safety controls, preceding work and the final clean check sequence are confirmed.
Checks
- Check the completed work against Drainage as-built and Warranty conditions.
- Check specifically for: Missing warranty information.
- Avoid this known mistake: No explanation of shut-off points.
Evidence to save
- Wide, location-identifying and close-up photographs of the completed client handover work before it is concealed.
- Marked-up Drainage as-built or a precise drawing/detail reference.
- Final clean check result, consultant record, trade QA record or written not-applicable reason.
Hold point
Do not cover, backfill, load, connect, certify or release the next activity until Final clean check and the required project evidence are complete or the authorised reviewer confirms what may proceed.
Stop or escalate when
- Missing warranty information
- No explanation of shut-off points
- The current drawing, approval, competent reviewer or required evidence cannot be confirmed.
Documents and records
- Drainage as-built
- Warranty conditions
- Current RFI/site-instruction/change record
- Inspection and evidence register
- Cost effect
- Rectification, reinspection, delay, damaged follow-on work, access loss and changed scope can increase the cost of client handover. Record the cause and obtain written pricing before approving a commercial change.
- Programme effect
- This activity controls the release of dependent work. Update the lookahead programme and notify affected trades if the hold point, information, inspection or evidence is not ready.
Next action
Record acceptance, outstanding items, and post-handover contact process.
Applicability: Apply when this work package is included in the current project scope. Confirm project-specific consent, contract, design, site and authority requirements.
Use the current consented/issued project documents and competent site review. BuildPath does not approve work.
03Record acceptance, outstanding items, and post-handover contact processLevel 2 · Closeout
TaskCheckHold pointEvidenceRecordNext actionSimple explanation
Record acceptance, outstanding items, and post-handover contact process.
Technical context
Coordinate this work against Electrical/plumbing route notes, Manufacturer maintenance instructions, the current consent status, and the actual site condition. Confirm interfaces before releasing dependent work.
Why it matters: The main recorded risk is: Unclear defects process. A missed check can create rework, delay, hidden defects, an inspection failure, or a departure from approved project documents.
Prerequisites
- Electrical/plumbing route notes is current, approved for the intended use, and available to the people doing the work.
- Manufacturer maintenance instructions and relevant product information have been checked.
- Access, responsibility, safety controls, preceding work and the key and document sign-off sequence are confirmed.
Checks
- Check the completed work against Electrical/plumbing route notes and Manufacturer maintenance instructions.
- Check specifically for: Unclear defects process.
- Avoid this known mistake: No written outstanding-items list.
Evidence to save
- Wide, location-identifying and close-up photographs of the completed client handover work before it is concealed.
- Marked-up Electrical/plumbing route notes or a precise drawing/detail reference.
- Key and document sign-off result, consultant record, trade QA record or written not-applicable reason.
Hold point
Do not cover, backfill, load, connect, certify or release the next activity until Key and document sign-off and the required project evidence are complete or the authorised reviewer confirms what may proceed.
Stop or escalate when
- Unclear defects process
- No written outstanding-items list
- The current drawing, approval, competent reviewer or required evidence cannot be confirmed.
Documents and records
- Electrical/plumbing route notes
- Manufacturer maintenance instructions
- Current RFI/site-instruction/change record
- Inspection and evidence register
- Cost effect
- Rectification, reinspection, delay, damaged follow-on work, access loss and changed scope can increase the cost of client handover. Record the cause and obtain written pricing before approving a commercial change.
- Programme effect
- This activity controls the release of dependent work. Update the lookahead programme and notify affected trades if the hold point, information, inspection or evidence is not ready.
Next action
Close the client handover stage, link its evidence, resolve outstanding defects and release only the next applicable stage.
Applicability: Apply when this work package is included in the current project scope. Confirm project-specific consent, contract, design, site and authority requirements.
Use the current consented/issued project documents and competent site review. BuildPath does not approve work.
Trade-to-trade control
Interfaces and release gates
Use the actual consented design, specification and authorised reviewers. These controls help expose gaps; they do not approve work.
Trade completion, inspection and handover evidence
Prerequisites
- • Trade defects and outstanding tests are visible in the registers
- • Consent/contract/authority deliverables have named owners
- • The current drawing, variation and product records are reconciled
Interface checks
- • A reported completion is not treated as verified without evidence
- • Failed inspections and defects link to corrective work and re-check
- • Handover/CCC files identify missing, submitted, accepted and not-applicable items separately
Evidence before release
- • Closed inspection and defect records
- • As-builts, certificates, warranties and Records of Work
- • Dated handover/CCC index with source and review status
Next team: Owner, facilities/maintenance contact or defects team
Open the related Workspace control →What happens in this stage
- Prepare the handover pack, warranties, manuals, maintenance schedule, colour/product list, keys, remotes, certificates, and emergency contacts.
- Walk the client through systems, shut-off valves, switchboard, ventilation, appliances, maintenance, and defect reporting.
- Record acceptance, outstanding items, and post-handover contact process.
Before work starts
- Confirm the latest issued-for-construction and consented documents for client handover are on site, including As-built drawings.
- Check Handover requirements, approved product data, RFIs, minor variations, and amendment status before work starts.
- Confirm the subcontractor understands the scope, hold points, access, protection requirements, H&S controls, and quality evidence required.
- Check the programme sequence so this stage does not start before earlier work, inspections, testing, or concealed-work photos are complete.
- Confirm materials delivered to site match the specification, are dry/undamaged, and are stored according to manufacturer instructions.
During the work
- Walk the work face early, mid-shift, and before close-up. Compare actual work with the consented drawings, specification, and manufacturer details.
- Check set-out, levels, falls, clearances, penetrations, fixings, bracing, waterproofing, or protection points that will be difficult to see later.
- Ask trades to show their own quality checks rather than only saying the work is complete.
- Keep weather, site condition, delivery, delay, inspection, RFI, variation, and safety notes in the daily report.
- Photograph any work before it is covered, backfilled, lined, clad, tiled, painted, or otherwise hidden.
After the work
- Complete a close-out walk with the subcontractor and mark defects immediately while access is still available.
- Confirm required inspection bookings, council results, producer statements, LBP Records of Work, warranties, test certificates, or installer declarations are obtained.
- Update as-built notes where service routes, drainage, fixings, penetrations, or dimensions differ from the design.
- Confirm the area is protected from weather, other trades, impact damage, contamination, or premature loading.
- Update the lookahead programme and tell affected trades what is ready, what is blocked, and what must not be covered.
Common problems and step-by-step solutions
Client questions operation of system
- 1Stop the affected client handover activity if continuing could hide defective work, create unsafe work, or move away from the consented design.
- 2Photograph the condition from wide, medium, and close-up angles. Include a tape, level, datum mark, gridline, or drawing reference where useful.
- 3Check the latest consented architectural, structural, civil, services, and specification documents before giving an instruction.
- 4Ask the subcontractor to explain the cause, proposed fix, timing impact, and whether the fix changes consented work.
- 5Escalate to the builder/project manager, designer, engineer, council inspector, or client when the fix affects structure, weathertightness, drainage, H1, fire/safety, cost, programme, or consent.
- 6Record the decision, responsible person, drawing/RFI/variation reference, photos, and follow-up inspection in the daily report.
Missing manual/warranty
- 1Stop the affected client handover activity if continuing could hide defective work, create unsafe work, or move away from the consented design.
- 2Photograph the condition from wide, medium, and close-up angles. Include a tape, level, datum mark, gridline, or drawing reference where useful.
- 3Check the latest consented architectural, structural, civil, services, and specification documents before giving an instruction.
- 4Ask the subcontractor to explain the cause, proposed fix, timing impact, and whether the fix changes consented work.
- 5Escalate to the builder/project manager, designer, engineer, council inspector, or client when the fix affects structure, weathertightness, drainage, H1, fire/safety, cost, programme, or consent.
- 6Record the decision, responsible person, drawing/RFI/variation reference, photos, and follow-up inspection in the daily report.
Handover defect dispute
- 1Stop the affected client handover activity if continuing could hide defective work, create unsafe work, or move away from the consented design.
- 2Photograph the condition from wide, medium, and close-up angles. Include a tape, level, datum mark, gridline, or drawing reference where useful.
- 3Check the latest consented architectural, structural, civil, services, and specification documents before giving an instruction.
- 4Ask the subcontractor to explain the cause, proposed fix, timing impact, and whether the fix changes consented work.
- 5Escalate to the builder/project manager, designer, engineer, council inspector, or client when the fix affects structure, weathertightness, drainage, H1, fire/safety, cost, programme, or consent.
- 6Record the decision, responsible person, drawing/RFI/variation reference, photos, and follow-up inspection in the daily report.
Verification
Source / where to check
Use current official information and the controlled documents for the actual project.
MBIE guidance explains that work should be built to the issued building consent, inspections must be managed, and records/certificates should be kept for CCC.
Use the exact current installation manual, warranty requirements, BRANZ/Appraisal information where applicable, and product data sheet for the product on site.
Insufficient data to verify — confirm against the current consented drawings, specifications, Auckland Council requirements, Auckland Unitary Plan, NZ Building Code, relevant NZ Standard, consultant advice, manufacturer instructions, insurance broker, insurer, lender, lawyer, accountant or project contract.
The issued consent drawings, stamped specifications, engineering drawings, RFIs, minor variations, and amendments control the specific project.
Use the exact current installation manual, warranty requirements, BRANZ/Appraisal information where applicable, and product data sheet for the product on site.
Insufficient data to verify — confirm against the current consented drawings, specifications, Auckland Council requirements, Auckland Unitary Plan, NZ Building Code, relevant NZ Standard, consultant advice, manufacturer instructions, insurance broker, insurer, lender, lawyer, accountant or project contract.
Project-specific consented documents and professional advice override generic guidance.
Common inspections required
- Client handover walk
- Final clean check
- Key and document sign-off
Common risks
- Client does not know maintenance duties
- Missing warranty information
- Unclear defects process
- Lost keys/remotes
Common mistakes
- Handing over loose documents with no index
- No explanation of shut-off points
- No written outstanding-items list
Required documentation
- Latest consented drawings and specifications
- Relevant RFIs, site instructions, amendments, minor variations, and variation approvals
- Subcontractor scope, QA checklist, delivery dockets, product data, and installation records
- Inspection booking/result records and photos before cover-up
- Daily site report notes covering labour, weather, progress, delays, risks, and decisions
Photos or diagrams needed
- Wide photo showing where client handover is happening on the site
- Close-up photos of critical details, fixings, laps, seals, penetrations, clearances, levels, or falls
- Photo of product labels, batch numbers, delivery dockets, and installer marks where relevant
- Marked-up drawing or simple diagram showing any changed location, clash, defect, or agreed remedial detail
Construction manager checklist
- 1Scope, drawings, specification, product data, and latest revision confirmed
- 2Trade briefed on hold points, tolerances to verify, evidence required, and inspection sequence
- 3Access, storage, protection, temporary works, and safety controls in place
- 4Work checked against drawings during installation, not only at completion
- 5Photos and records captured before work is concealed
- 6Defects, RFIs, delays, and variations recorded with owner and due date
- 7Inspection/producer statement/warranty/Record of Work requirements tracked for CCC
Questions to ask the subcontractor
- Which drawing, detail, or manufacturer instruction are you working from?
- What needs to be checked before this is covered or handed to the next trade?
- What could stop you today: weather, access, materials, information, inspections, or other trades?
- Does anything on site differ from the drawings or specification?
- What evidence will you provide for the quality file and CCC file?
Red flags to stop work
- Work differs from consented drawings or specification and no approved variation/RFI exists
- A structural, weathertightness, waterproofing, drainage, fire/safety, or H1 detail is unclear
- The trade wants to cover work before inspection, testing, or photos are complete
- Specified materials are missing, substituted, damaged, wet, expired, or installed outside manufacturer instructions
- A safety control is missing for excavation, heights, plant movement, electrical work, asbestos, silica, or public protection
What to record in the daily report
- Exact location and quantity of work completed
- Trade headcount, company names, plant used, deliveries, and material batch/product details
- Weather, site conditions, delays, instructions received, RFIs raised, and inspections booked/passed/failed
- Photos taken before cover-up and any defects or non-conformances found
- Next-day lookahead, blockers, and who is responsible for each action
Use this in my project
Turn client handover into controlled action
Open the relevant workspace register, create the project-specific record, link the controlling documents and preserve evidence. The guide does not automatically approve or verify the action.