Project closeout checklist

From substantial completion to final payment and retainage release. Work it top to bottom.

os.construction
Free template

Project

Job #

Owner

Architect

Substantial completion date

Final completion target

1 · Substantial completion

Done	Item	Owner	Date
	Contractor punch list walk completedYour own list first, before the architect walks.
	Architect / owner punch list received and distributed to subsEach item assigned to a responsible trade with a due date.
	Certificate of Substantial Completion executedOften AIA G704. Fixes the date warranties start and LD exposure stops.
	Temporary or final certificate of occupancy obtained
	Utilities, insurance and security responsibilities transferred to ownerConfirm the transfer date in writing.

2 · Inspections and systems

Done	Item	Owner	Date
	Final building, fire and life-safety inspections passed
	MEP systems tested, balanced and commissionedTAB report and commissioning sign-off on file.
	Owner training sessions held and attendance logged
	Keys, access cards and combinations turned over with a signed receipt

3 · Closeout documents

Done	Item	Owner	Date
	As-built / record drawings submittedEvery field change and RFI answer reflected.
	Operation and maintenance manuals submitted
	Warranties and guarantees collected from every tradeStart dates tied to substantial completion unless the contract says otherwise.
	Attic stock / spare materials delivered and receipted
	Final punch list items closed and verified

4 · Change orders and cost

Done	Item	Owner	Date
	All pending change orders resolved, approved or withdrawnNothing should still be "pending" at final.
	Subcontract and PO change orders match owner COs
	Back-charges documented and settled with subs
	Final job cost reviewed: all invoices in, accruals clearedCompare final cost to the last WIP forecast to measure fade.

5 · Final payment and retainage

Done	Item	Owner	Date
	Final subcontractor pay apps received
	Conditional final lien waivers collected from every sub and supplierIncludes lower tiers where your contract or state law requires.
	Consent of surety to final payment obtained (bonded jobs)Often AIA G707.
	Final owner pay app with retainage release submitted
	Unconditional final lien waivers exchanged once funds clear
	Retainage paid out to subs per subcontract terms

6 · Wrap-up

Done	Item	Owner	Date
	Project files archived: contract, COs, RFIs, submittals, daily logs, photos
	Lessons-learned review with PM, super and estimating
	Warranty-period reminders set (e.g. 11-month walk)

Tip: retainage is the money most often left on the table at closeout. Track lien waivers and closeout documents from day one, not in the last month.

Template from os.construction/resources/templates. Free to use and adapt.Requirements vary by contract and state. Your contract documents govern.