Closeout
Defects and remedial work
Find, classify, assign, fix, re-check, and close defects before handover so the client receives a complete residential build.
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.
01Create a defects list with room/location, photo, trade, priority, due date, and close-out evidenceLevel 2 · Closeout
TaskCheckHold pointEvidenceRecordNext actionSimple explanation
Create a defects list with room/location, photo, trade, priority, due date, and close-out evidence.
Technical context
Coordinate this work against Room plans, Finish quality 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 dissatisfaction. A missed check can create rework, delay, hidden defects, an inspection failure, or a departure from approved project documents.
Prerequisites
- Room plans is current, approved for the intended use, and available to the people doing the work.
- Finish quality requirements and relevant product information have been checked.
- Access, responsibility, safety controls, preceding work and the internal defects walk sequence are confirmed.
Checks
- Check the completed work against Room plans and Finish quality requirements.
- Check specifically for: Client dissatisfaction.
- Avoid this known mistake: No photo/location detail.
Evidence to save
- Wide, location-identifying and close-up photographs of the completed defects and remedial work work before it is concealed.
- Marked-up Room plans or a precise drawing/detail reference.
- Internal defects 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 Internal defects walk and the required project evidence are complete or the authorised reviewer confirms what may proceed.
Stop or escalate when
- Client dissatisfaction
- No photo/location detail
- The current drawing, approval, competent reviewer or required evidence cannot be confirmed.
Documents and records
- Room plans
- Finish quality 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 defects and remedial work. 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
Separate cosmetic defects from compliance, safety, weathertightness, waterproofing, structural, or operational defects.
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.
02Separate cosmetic defects from compliance, safety, weathertightness, waterproofing, structural, or operational defectsLevel 2 · Closeout
TaskCheckHold pointEvidenceRecordNext actionSimple explanation
Separate cosmetic defects from compliance, safety, weathertightness, waterproofing, structural, or operational defects.
Technical context
Coordinate this work against Finish schedule, Warranty requirements, the current consent status, and the actual site condition. Confirm interfaces before releasing dependent work.
Why it matters: The main recorded risk is: Damage during repairs. A missed check can create rework, delay, hidden defects, an inspection failure, or a departure from approved project documents.
Prerequisites
- Finish schedule is current, approved for the intended use, and available to the people doing the work.
- Warranty requirements and relevant product information have been checked.
- Access, responsibility, safety controls, preceding work and the client defects walk sequence are confirmed.
Checks
- Check the completed work against Finish schedule and Warranty requirements.
- Check specifically for: Damage during repairs.
- Avoid this known mistake: Letting trades self-close without verification.
Evidence to save
- Wide, location-identifying and close-up photographs of the completed defects and remedial work work before it is concealed.
- Marked-up Finish schedule or a precise drawing/detail reference.
- Client defects 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 defects walk and the required project evidence are complete or the authorised reviewer confirms what may proceed.
Stop or escalate when
- Damage during repairs
- Letting trades self-close without verification
- The current drawing, approval, competent reviewer or required evidence cannot be confirmed.
Documents and records
- Finish schedule
- Warranty 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 defects and remedial work. 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
Reinspect fixes before removing them from the list.
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.
03Reinspect fixes before removing them from the listLevel 2 · Closeout
TaskCheckHold pointEvidenceRecordNext actionSimple explanation
Reinspect fixes before removing them from the list.
Technical context
Coordinate this work against Manufacturer manuals, Contract completion criteria, the current consent status, and the actual site condition. Confirm interfaces before releasing dependent work.
Why it matters: The main recorded risk is: Compliance defect treated as cosmetic. A missed check can create rework, delay, hidden defects, an inspection failure, or a departure from approved project documents.
Prerequisites
- Manufacturer manuals is current, approved for the intended use, and available to the people doing the work.
- Contract completion criteria and relevant product information have been checked.
- Access, responsibility, safety controls, preceding work and the reinspection after remedial work sequence are confirmed.
Checks
- Check the completed work against Manufacturer manuals and Contract completion criteria.
- Check specifically for: Compliance defect treated as cosmetic.
- Avoid this known mistake: Not protecting finished work during fixes.
Evidence to save
- Wide, location-identifying and close-up photographs of the completed defects and remedial work work before it is concealed.
- Marked-up Manufacturer manuals or a precise drawing/detail reference.
- Reinspection after remedial work 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 Reinspection after remedial work and the required project evidence are complete or the authorised reviewer confirms what may proceed.
Stop or escalate when
- Compliance defect treated as cosmetic
- Not protecting finished work during fixes
- The current drawing, approval, competent reviewer or required evidence cannot be confirmed.
Documents and records
- Manufacturer manuals
- Contract completion criteria
- 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 defects and remedial work. 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 defects and remedial work 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
- Create a defects list with room/location, photo, trade, priority, due date, and close-out evidence.
- Separate cosmetic defects from compliance, safety, weathertightness, waterproofing, structural, or operational defects.
- Reinspect fixes before removing them from the list.
Before work starts
- Confirm the latest issued-for-construction and consented documents for defects and remedial work are on site, including Room plans.
- Check Finish quality 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
Defect before handover
- 1Stop the affected defects and remedial work 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.
Trade disputes defect responsibility
- 1Stop the affected defects and remedial work 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.
Repeated remedial damage
- 1Stop the affected defects and remedial work 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.
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.
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
- Internal defects walk
- Client defects walk
- Reinspection after remedial work
Common risks
- Client dissatisfaction
- Damage during repairs
- Compliance defect treated as cosmetic
- Defects not closed before handover
Common mistakes
- No photo/location detail
- Letting trades self-close without verification
- Not protecting finished work during fixes
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 defects and remedial work 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 defects and remedial work 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.