# Punch List and Handover Record: [Project name]

> The completion and handover record for a building or infrastructure
> project: the punch list (snag list) of defects and incomplete work, the
> handover document set including operation and maintenance (O&M)
> manuals and the health and safety file, training and asset data, and
> the sign-off that the asset has been handed over. The health and
> safety file follows regulation 12 of the UK Construction (Design and
> Management) Regulations 2015 and the content topics in HSE guidance
> L153 Appendix 4; the information handover aligns with ISO 19650-6:2025
> (health and safety information) and ISO 19650-2:2018 clause 5.7 and
> 5.8. Replace every `[bracketed]` value and every row marked *Example*.
> This is a documentation format, not legal or contractual advice: check
> your contract, the current official text and a qualified professional.
> Facts checked October 2026.

<!--
Guidance: How to use this template
- Start the punch list early, by area, as each area finishes; a single
  walk-round a week before completion produces a list nobody can close.
- Every item has a location, a responsible contractor, a target date and
  evidence of closure (photo, test sheet or inspection signature).
- Agree with the client what "complete" means: the contract test for
  practical or substantial completion is in your contract, not in this
  template. Minor items may be allowed to remain open with a dated plan.
- The health and safety file is not a copy of everything. HSE guidance
  says to leave out pre-construction information, the construction
  phase plan, contract documents and method statements.
- Fictional example: Fernhollow Library and Learning Centre (code FHL),
  client Fernhollow Town Trust, principal contractor Quillmere
  Construction, principal designer Marrowpike Architects. All names are
  invented.
-->

## Document control

| Field | Value |
|---|---|
| Document ID | [HO-FHL-001] |
| Project | [Project name and code] |
| Contract and completion test | [Contract form; clause defining practical or substantial completion] |
| Version | [1.0] |
| Status | [Snagging / Pre-handover / Handed over / Defects period / Closed] |
| Owner | [Principal contractor's project manager, @name] |
| Client representative | [@name] |
| Planned handover date | YYYY-MM-DD |
| End of defects or rectification period | YYYY-MM-DD |
| Last updated | YYYY-MM-DD |

### Revision history

| Version | Date | Author | Change summary |
|---|---|---|---|
| 0.1 | YYYY-MM-DD | [@name] | Punch list opened, level 1 areas |
| 1.0 | YYYY-MM-DD | [@name] | *Example:* Handover certificate signed; 6 minor items carried into the defects period |

## 1. Punch list

<!-- Guidance: One row per defect or incomplete item. Use categories so the team can see what blocks handover: A blocks handover or safety, B must close before handover unless agreed, C may remain open with a dated plan. Pitfall: vague descriptions such as "paint touch-up" with no location. -->

| ID | Location | Description | Category | Raised by | Raised | Responsible | Target | Evidence of closure | Status |
|---|---|---|---|---|---|---|---|---|---|
| PL-001 *(Example)* | Level 2, reading room, rooflight RL-02 | Water ingress at upstand after rain | A | Client representative | YYYY-MM-DD | Roofing contractor | YYYY-MM-DD | Flood test record and photo | Closed |
| PL-002 *(Example)* | Level 1, accessible toilet WC-03 | Emergency pull cord not reaching floor level | A | Building control inspector | YYYY-MM-DD | Electrical contractor | YYYY-MM-DD | Photo and test | Closed |
| PL-003 *(Example)* | Level 1, corridor C1 | Fire door FD-118 not self-closing fully | A | Fire engineer | YYYY-MM-DD | Joinery contractor | YYYY-MM-DD | Door check sheet | Open |
| PL-004 *(Example)* | Level 3, study rooms | Paint damage at four door frames | C | Architect | YYYY-MM-DD | Decorating contractor | YYYY-MM-DD | Photo | Open |
| [PL-nnn] | [Room, grid, level] | [Defect] | [A/B/C] | [Who] | YYYY-MM-DD | [Contractor] | YYYY-MM-DD | [Evidence] | [Open/Closed] |

### 1.1 Punch list summary (snapshot two weeks before handover)

| Category | Raised | Closed | Open | Open at handover allowed? |
|---|---|---|---|---|
| A *(Example)* | 18 | 17 | 1 | No |
| B *(Example)* | 64 | 60 | 4 | Only with client agreement |
| C *(Example)* | 121 | 115 | 6 | Yes, with dated plan |
| **Total** *(Example)* | **203** | **192** | **11** | |

## 2. Commissioning and testing evidence

<!-- Guidance: List each system with its test certificate. Handover without witnessed commissioning moves the risk of hidden faults to the client. -->

| System | Test or certificate | By | Witnessed by | Date | Reference |
|---|---|---|---|---|---|
| *Example:* Fire alarm | Commissioning certificate | Electrical contractor | Fire engineer | YYYY-MM-DD | CERT-FA-01 |
| *Example:* Emergency lighting | Commissioning and duration test | Electrical contractor | Client's facilities manager | YYYY-MM-DD | CERT-EL-01 |
| *Example:* Ventilation | Air flow balancing report | Mechanical contractor | MEP designer | YYYY-MM-DD | CERT-AHU-01 |
| *Example:* Lift | Thorough examination before use | Lift installer, inspector | Client | YYYY-MM-DD | CERT-LIFT-01 |
| [System] | [Test] | [By] | [Witness] | YYYY-MM-DD | [Ref] |

## 3. Handover document set

<!-- Guidance: Agree the list and the format with the client early (for example in the BIM execution plan). Mark each item delivered and accepted. -->

| Item | Content | Format | Delivered | Accepted by client |
|---|---|---|---|---|
| O&M manual | System descriptions, operating instructions, maintenance schedules, spares, supplier contacts, warranties | [PDF, indexed, plus asset data] | YYYY-MM-DD | YYYY-MM-DD |
| As-built (record) drawings and models | Final drawings and models with status CR or equivalent | [PDF, IFC, native] | YYYY-MM-DD | YYYY-MM-DD |
| Asset register | Maintainable assets with attributes required by the client | [Spreadsheet in agreed template] | YYYY-MM-DD | YYYY-MM-DD |
| Health and safety file | See section 4 | [Agreed format] | YYYY-MM-DD | YYYY-MM-DD |
| Statutory approvals and certificates | Building control completion, fire, electrical, gas, lift | PDF | YYYY-MM-DD | YYYY-MM-DD |
| Warranties and guarantees | Product and workmanship warranties with start dates | PDF | YYYY-MM-DD | YYYY-MM-DD |
| Keys, access cards and codes | Key schedule, signed receipt | Physical and schedule | YYYY-MM-DD | YYYY-MM-DD |

## 4. Health and safety file

<!-- Guidance: Under CDM 2015 reg. 12(5) to (10) the principal designer prepares and updates the file (where there is more than one contractor), the principal contractor feeds information into it, and the file passes to the client at the end of the project. HSE guidance L153 Appendix 4 lists topics to consider; this table follows them in summary. -->

| Topic (summary of HSE L153 Appendix 4) | Content for this project | Source | Included |
|---|---|---|---|
| Brief description of the work | *Example:* New three-storey steel-frame library | Principal designer | [Yes] |
| Residual hazards and how they were addressed | *Example:* Rooflights not designed to bear weight, access only from the roof walkway | Designers | [Yes] |
| Key structural principles and safe working loads | *Example:* Roof plant zone load limit, floor loads by area | Structural engineer | [Yes] |
| Hazardous materials used | *Example:* None of note; coatings listed in the O&M manual | Contractors | [Yes] |
| Removing or dismantling installed plant | *Example:* Lifting points for air handling unit replacement | MEP contractor | [Yes] |
| Equipment for cleaning or maintaining the structure | *Example:* Roof fall-arrest anchors, test certificates and test interval | Roofing contractor | [Yes] |
| Significant services, their nature, location and markings | *Example:* Diverted gas main and incoming electricity cable positions | Groundworks contractor | [Yes] |
| As-built drawings, including safe access to service voids | Record drawings set | All | [Yes] |

Retention: the client keeps the file available for anyone who needs it
for later work, normally for the life of the structure, and passes it
on if the building is sold.

Other jurisdictions: [name the equivalent handover duties, for example
building-specific safety information required by your regulator]. In
England, higher-risk buildings have additional "golden thread"
information handover duties under the Building (Higher-Risk Buildings
Procedures) (England) Regulations 2023: check whether they apply.

## 5. Training and demonstrations

| Topic | Audience | Delivered by | Date | Attendance record |
|---|---|---|---|---|
| *Example:* Building management system | Facilities team | Controls subcontractor | YYYY-MM-DD | Signed list |
| *Example:* Fire alarm operation and weekly test | Facilities team | Electrical contractor | YYYY-MM-DD | Signed list |
| [Topic] | [Audience] | [Trainer] | YYYY-MM-DD | [Record] |

## 6. Handover sign-off

<!-- Guidance: Record who accepted the asset and on what basis. List every item left open with its owner and date; an open item without a date never closes. -->

| Check | Status |
|---|---|
| No category A items open | [Yes / No] |
| Category B items open only with client agreement | [Yes, n items, list attached] |
| Commissioning evidence complete | [Yes / No] |
| Handover document set delivered | [Yes / No] |
| Health and safety file passed to the client | [Yes, date] |
| Information model accepted and archived (ISO 19650-2 5.7.4, 5.8.1) | [Yes / Not applicable] |

| Role | Name | Decision | Date |
|---|---|---|---|
| Principal contractor | [@name] | [Offered for handover] | YYYY-MM-DD |
| Contract administrator | [@name] | [Completion certified] | YYYY-MM-DD |
| Client | [@name] | [Accepted] | YYYY-MM-DD |

## 7. Defects period tracking

<!-- Guidance: Keep logging defects found after handover against the same ID series, and plan the end-of-period inspection. Feed lessons into `project/lessons-learned`. -->

| ID | Reported | Description | Responsible | Target | Status |
|---|---|---|---|---|---|
| PL-204 *(Example)* | YYYY-MM-DD | Condensation at rooflight RL-01 frame | Roofing contractor | YYYY-MM-DD | Open |

## Standard and licence note

Based on the UK Construction (Design and Management) Regulations 2015,
regulation 12, and the health and safety file topics in HSE guidance
L153 Appendix 4 ([HSE](https://www.hse.gov.uk/pubns/books/l153.htm)),
with information handover aligned to ISO 19650-2:2018 clauses 5.7 and
5.8 and ISO 19650-6:2025, as checked in October 2026. The text is
original. ISO standards are paid: official text from ISO and national
standards bodies, purchase or licensed access at
[ISO 19650-6](https://www.iso.org/standard/82705.html) and
[ISO 19650-2](https://www.iso.org/standard/68080.html). Related
templates: `construction/construction-phase-plan`,
`construction/bim-execution-plan`, `project/project-closure-report`,
`ops/operations-handover`. Check your contract and the current official
text; this is not legal advice. Template licence: MIT.