Handover files
The mechanical manual has arrived. The commissioning sheets are missing. The as-built drawing still shows the original route.
A folder full of attachments can hide plenty of unfinished work.
Reviewed 8 September 2026.
Build the list from the contract, specification, package requirements and appointed team’s requests. Confirm the format and the people reviewing each item.
Separate the different records: O&M manuals, as-built information, test results, warranties, safety-file information and any required completion certification.
Where statutory completion certification applies, it is a separate requirement with its own process. Confirm it with the appointed team. Official building-control guidance.
Use a tracker that distinguishes:
“Sent” leaves too much open. A supplier may have sent a brochure when the reviewer needs information for the equipment actually installed.
Start with information needed for inspections, commissioning, operation or the agreed completion process. Confirm priorities with the client and appointed project team.
Collect package records before subcontractors move on. For an as-built drawing, check that approved changes have been incorporated. For a warranty, check the project, product and relevant dates.
Use a clear index and consistent package names. Keep superseded versions out of the accepted set.
Leave a separate list of open items showing their owners and next actions. The person taking over should be able to continue the work without ringing the outgoing manager for every answer.
If the close-out chase is consuming the site team’s time, speak to Projineer about handover assistance.
