Project Closeout Checklist

Joint walk with the architect, owner's rep, and superintendent. Capture deficiencies room-by-room against the approved drawings and specs. Distinguish punch items from warranty items — punch is incomplete or non-conforming work, not future failures.

Issue punch list in Procore or ACC with line items assigned to each trade by name and target completion date. Hold daily 15-minute punch huddles until closure; cherry-picking is the most common reason the final 5% never finishes.

PE or APM verifies each line item in the field with the latest approved drawings and submittal cuts in hand. Don't sign off from a photo — confirm the installed condition matches the approved version, not the original submittal.

Issue written notice per the subcontract back-charge clause before bringing in another trade. Document the cure period given, the GC's remediation cost, and apply against the sub's retainage at final pay app.

Confirm all preceding rough and in-wall inspections are signed off in the AHJ portal (Accela or local equivalent) before requesting final. Missing a rough framing or above-ceiling sign-off is a routine reason finals fail or get refused on arrival.

Sprinkler contractor witnesses pressure tests, fire alarm vendor demonstrates device-by-device functional matrix, exit signage and egress paths confirmed against NFPA 101. Have stamped shop drawings and the approved fire alarm matrix on hand.

State elevator inspector and fire marshal witness; collect signed certificates of acceptance for the closeout package. Both inspections are common bottlenecks — schedule 4-6 weeks ahead in busy markets.

Upload the issued certificate to the project record. A TCO with conditions is acceptable for owner move-in but tracks open items that must clear before full CO; log them with named owners and target dates.

Cx authority runs the FPT scripts on HVAC, controls, BMS, and life-safety systems with the MEP subs present. Resolve all Priority 1 issues before owner acceptance; Priority 2 and 3 items roll into the deferred list with target dates.

Indexed digital O&Ms with equipment cut sheets, startup reports, control sequences, and maintenance schedules. Cross-reference each entry to the asset tag and the as-built location — facilities staff need to find a unit by tag, not by submittal number.

Live walkthroughs by each major sub at the equipment, with facilities staff attending. Record sessions for staff who turn over after move-in. Capture attendee sign-in sheets for the closeout package.

PM and project accountant reconcile the G703 schedule of values against booked costs, executed change orders, and any open CORs. Pending CORs should be either executed, withdrawn, or moved to a claim — they cannot ride open into final pay app.

Unconditional final waivers from every subcontractor, sub-sub, and material supplier above the state notice threshold. Lower-tier supplier liens are the most common post-closeout surprise — verify against preliminary notices received during the project.

AIA G702/G703 final, G706 contractor's affidavit of payment of debts and claims, G706A affidavit of release of liens, and G707 consent of surety to final payment. Owner pays only against the complete package; missing G707 is the most common rejection reason on bonded jobs.

Reconcile field red-lines, RFI responses, ASIs, and bulletins into the architect's CAD or Revit model. Don't reconstruct from memory and phone photos at the end — gaps in below-grade utilities and concealed MEP routing always show.

Manufacturer warranties, sub workmanship warranties, roofing bond, and any extended warranties keyed to the substantial completion date on the G704. Note any equipment that ran early — its warranty clock may already have started before SC.

Indexed digital deliverable: as-builts, O&Ms, warranties, Cx report, training records, attic stock receipt, occupancy certificates, lien waivers, and the final RFI and submittal logs. Confirm the format matches the contract — owner-side facilities groups often require specific structures.

Final cost-to-complete, executed CO total, gross margin, and unit-cost benchmarks tagged for the estimating database. This is what feeds historical cost data for the next bid; skipped here, the next estimator works from memory.