Post-construction
Project close-out
Close commercial, consent, quality, document, asset, site, consultant, subcontractor, and lessons-learned obligations after handover.
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.
01Confirm practical completion, defects, CCC status, consent conditions, as-builts, warranties, manuals, keys, asset returns, temporary works, and site reinstatementLevel 2 · Post-construction
TaskCheckHold pointEvidenceRecordNext actionSimple explanation
Confirm practical completion, defects, CCC status, consent conditions, as-builts, warranties, manuals, keys, asset returns, temporary works, and site reinstatement.
Technical context
Coordinate this work against As-built set, Contract closeout requirements, the current consent status, and the actual site condition. Confirm interfaces before releasing dependent work.
Why it matters: The main recorded risk is: Open obligation forgotten. A missed check can create rework, delay, hidden defects, an inspection failure, or a departure from approved project documents.
Prerequisites
- As-built set is current, approved for the intended use, and available to the people doing the work.
- Contract closeout requirements and relevant product information have been checked.
- Access, responsibility, safety controls, preceding work and the final closeout audit sequence are confirmed.
Checks
- Check the completed work against As-built set and Contract closeout requirements.
- Check specifically for: Open obligation forgotten.
- Avoid this known mistake: Starting project close-out without confirming the current documents and responsibility.
Evidence to save
- Wide, location-identifying and close-up photographs of the completed project close-out work before it is concealed.
- Marked-up As-built set or a precise drawing/detail reference.
- Final closeout audit 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 closeout audit and the required project evidence are complete or the authorised reviewer confirms what may proceed.
Stop or escalate when
- Open obligation forgotten
- Starting project close-out without confirming the current documents and responsibility
- The current drawing, approval, competent reviewer or required evidence cannot be confirmed.
Documents and records
- As-built set
- Contract closeout 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 project close-out. 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
Reconcile final accounts, variations, claims, retentions, consultant invoices, purchase orders, deposits, credits, and unresolved disputes under the contract.
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.
02Reconcile final accounts, variations, claims, retentions, consultant invoices, purchase orders, deposits, credits, and unresolved disputes under the contractLevel 2 · Post-construction
TaskCheckHold pointEvidenceRecordNext actionSimple explanation
Reconcile final accounts, variations, claims, retentions, consultant invoices, purchase orders, deposits, credits, and unresolved disputes under the contract.
Technical context
Coordinate this work against Consented final set, Consent conditions, the current consent status, and the actual site condition. Confirm interfaces before releasing dependent work.
Why it matters: The main recorded risk is: Incomplete archive. A missed check can create rework, delay, hidden defects, an inspection failure, or a departure from approved project documents.
Prerequisites
- Consented final set is current, approved for the intended use, and available to the people doing the work.
- Consent conditions and relevant product information have been checked.
- Access, responsibility, safety controls, preceding work and the site demobilisation/reinstatement check sequence are confirmed.
Checks
- Check the completed work against Consented final set and Consent conditions.
- Check specifically for: Incomplete archive.
- Avoid this known mistake: Relying on a verbal answer without recording the source, decision, owner, and due date.
Evidence to save
- Wide, location-identifying and close-up photographs of the completed project close-out work before it is concealed.
- Marked-up Consented final set or a precise drawing/detail reference.
- Site demobilisation/reinstatement 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 Site demobilisation/reinstatement check and the required project evidence are complete or the authorised reviewer confirms what may proceed.
Stop or escalate when
- Incomplete archive
- Relying on a verbal answer without recording the source, decision, owner, and due date
- The current drawing, approval, competent reviewer or required evidence cannot be confirmed.
Documents and records
- Consented final set
- Consent 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 project close-out. 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
Archive the final controlled record, assign post-handover actions, complete lessons learned, and record outcomes against the original project objectives.
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.
03Archive the final controlled record, assign post-handover actions, complete lessons learned, and record outcomes against the original project objectivesLevel 2 · Post-construction
TaskCheckHold pointEvidenceRecordNext actionSimple explanation
Archive the final controlled record, assign post-handover actions, complete lessons learned, and record outcomes against the original project objectives.
Technical context
Coordinate this work against Survey/as-built service plans, Warranty and maintenance requirements, the current consent status, and the actual site condition. Confirm interfaces before releasing dependent work.
Why it matters: The main recorded risk is: Retention or final claim dispute. A missed check can create rework, delay, hidden defects, an inspection failure, or a departure from approved project documents.
Prerequisites
- Survey/as-built service plans is current, approved for the intended use, and available to the people doing the work.
- Warranty and maintenance requirements and relevant product information have been checked.
- Access, responsibility, safety controls, preceding work and the post-project review sequence are confirmed.
Checks
- Check the completed work against Survey/as-built service plans and Warranty and maintenance requirements.
- Check specifically for: Retention or final claim dispute.
- Avoid this known mistake: Allowing the next activity to hide incomplete checks or missing evidence.
Evidence to save
- Wide, location-identifying and close-up photographs of the completed project close-out work before it is concealed.
- Marked-up Survey/as-built service plans or a precise drawing/detail reference.
- Post-project review 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 Post-project review and the required project evidence are complete or the authorised reviewer confirms what may proceed.
Stop or escalate when
- Retention or final claim dispute
- Allowing the next activity to hide incomplete checks or missing evidence
- The current drawing, approval, competent reviewer or required evidence cannot be confirmed.
Documents and records
- Survey/as-built service plans
- Warranty and maintenance 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 project close-out. 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 project close-out 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
- Confirm practical completion, defects, CCC status, consent conditions, as-builts, warranties, manuals, keys, asset returns, temporary works, and site reinstatement.
- Reconcile final accounts, variations, claims, retentions, consultant invoices, purchase orders, deposits, credits, and unresolved disputes under the contract.
- Archive the final controlled record, assign post-handover actions, complete lessons learned, and record outcomes against the original project objectives.
Before work starts
- Confirm the latest issued-for-construction and consented documents for project close-out are on site, including As-built set.
- Check Contract closeout 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
Project close-out information is incomplete or conflicting
- 1Stop the affected project close-out 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.
Project close-out is not ready when the programme requires it
- 1Stop the affected project close-out 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.
Project close-out evidence or approval cannot be located
- 1Stop the affected project close-out 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.
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
- Final closeout audit
- Site demobilisation/reinstatement check
- Post-project review
Common risks
- Open obligation forgotten
- Incomplete archive
- Retention or final claim dispute
- Temporary asset left behind
Common mistakes
- Starting project close-out without confirming the current documents and responsibility
- Relying on a verbal answer without recording the source, decision, owner, and due date
- Allowing the next activity to hide incomplete checks or missing evidence
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 project close-out 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 project close-out 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.