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.
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
| 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
| 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
| 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
| 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
| 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
| 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),
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 and
ISO 19650-2. 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.