Closeout
Practical completion
Confirm the work is sufficiently complete for use/handover under the contract, with only agreed minor defects or outstanding items remaining.
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.
01Check the contract definition of practical completion before using the termLevel 2 · Closeout
TaskCheckHold pointEvidenceRecordNext actionSimple explanation
Check the contract definition of practical completion before using the term.
Technical context
Coordinate this work against Contract documents, Contract completion requirements, the current consent status, and the actual site condition. Confirm interfaces before releasing dependent work.
Why it matters: The main recorded risk is: Risk/insurance transfer misunderstood. A missed check can create rework, delay, hidden defects, an inspection failure, or a departure from approved project documents.
Prerequisites
- Contract documents is current, approved for the intended use, and available to the people doing the work.
- Contract completion requirements and relevant product information have been checked.
- Access, responsibility, safety controls, preceding work and the practical completion walk sequence are confirmed.
Checks
- Check the completed work against Contract documents and Contract completion requirements.
- Check specifically for: Risk/insurance transfer misunderstood.
- Avoid this known mistake: Issuing PC with major incomplete work.
Evidence to save
- Wide, location-identifying and close-up photographs of the completed practical completion work before it is concealed.
- Marked-up Contract documents or a precise drawing/detail reference.
- Practical completion 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 Practical completion walk and the required project evidence are complete or the authorised reviewer confirms what may proceed.
Stop or escalate when
- Risk/insurance transfer misunderstood
- Issuing PC with major incomplete work
- The current drawing, approval, competent reviewer or required evidence cannot be confirmed.
Documents and records
- Contract documents
- Contract completion 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 practical completion. 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
Confirm the building is safe, usable, clean, substantially complete, and not missing critical compliance or operational items.
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.
02Confirm the building is safe, usable, clean, substantially complete, and not missing critical compliance or operational itemsLevel 2 · Closeout
TaskCheckHold pointEvidenceRecordNext actionSimple explanation
Confirm the building is safe, usable, clean, substantially complete, and not missing critical compliance or operational items.
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: Handover before critical systems work. 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 acceptance inspection sequence are confirmed.
Checks
- Check the completed work against As-built drawings and Handover requirements.
- Check specifically for: Handover before critical systems work.
- Avoid this known mistake: No clear defects list.
Evidence to save
- Wide, location-identifying and close-up photographs of the completed practical completion work before it is concealed.
- Marked-up As-built drawings or a precise drawing/detail reference.
- Client acceptance inspection 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 acceptance inspection and the required project evidence are complete or the authorised reviewer confirms what may proceed.
Stop or escalate when
- Handover before critical systems work
- No clear defects list
- 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 practical completion. 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 outstanding defects, documents, keys, warranties, manuals, and responsibilities.
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 outstanding defects, documents, keys, warranties, manuals, and responsibilitiesLevel 2 · Closeout
TaskCheckHold pointEvidenceRecordNext actionSimple explanation
Record outstanding defects, documents, keys, warranties, manuals, and responsibilities.
Technical context
Coordinate this work against Handover drawings, Warranty and maintenance information, the current consent status, and the actual site condition. Confirm interfaces before releasing dependent work.
Why it matters: The main recorded risk is: Dispute over completion date. A missed check can create rework, delay, hidden defects, an inspection failure, or a departure from approved project documents.
Prerequisites
- Handover drawings is current, approved for the intended use, and available to the people doing the work.
- Warranty and maintenance information and relevant product information have been checked.
- Access, responsibility, safety controls, preceding work and the defect close-out inspection sequence are confirmed.
Checks
- Check the completed work against Handover drawings and Warranty and maintenance information.
- Check specifically for: Dispute over completion date.
- Avoid this known mistake: No sign-off trail.
Evidence to save
- Wide, location-identifying and close-up photographs of the completed practical completion work before it is concealed.
- Marked-up Handover drawings or a precise drawing/detail reference.
- Defect close-out inspection 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 Defect close-out inspection and the required project evidence are complete or the authorised reviewer confirms what may proceed.
Stop or escalate when
- Dispute over completion date
- No sign-off trail
- The current drawing, approval, competent reviewer or required evidence cannot be confirmed.
Documents and records
- Handover drawings
- Warranty and maintenance information
- 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 practical completion. 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 practical completion 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
- Check the contract definition of practical completion before using the term.
- Confirm the building is safe, usable, clean, substantially complete, and not missing critical compliance or operational items.
- Record outstanding defects, documents, keys, warranties, manuals, and responsibilities.
Before work starts
- Confirm the latest issued-for-construction and consented documents for practical completion are on site, including Contract documents.
- Check Contract completion 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 refuses practical completion
- 1Stop the affected practical completion 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 handover documents
- 1Stop the affected practical completion 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.
Outstanding defects unclear
- 1Stop the affected practical completion 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.
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.
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
- Practical completion walk
- Client acceptance inspection
- Defect close-out inspection
Common risks
- Risk/insurance transfer misunderstood
- Handover before critical systems work
- Dispute over completion date
Common mistakes
- Issuing PC with major incomplete work
- No clear defects list
- No sign-off trail
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 practical completion 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 practical completion 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.