Keep the right paperwork on site and in the project file, from contract to closeout.
Missing documents cause delays at inspections, disputes over changes and slow payments. A shared checklist keeps the project file complete.
Requirements vary by contract and jurisdiction; add what your clients and authorities require.
16 items. Complete it digitally or on paper, whichever your team prefers.
At closeout of a medical office fit-out, the project manager runs the checklist and finds two subcontractor warranties missing. She requests them before the final invoice, and the client receives a complete package on handover day.
Construction disputes over payment, delays and defects usually turn on paperwork, such as who approved a change and when. Insurance certificates, permits and daily records also protect the contractor if an injury or inspection issue comes up long after the job.
| Project | Lakeview Dental fit-out, Madison WI |
|---|---|
| Contract | Signed AIA contract, scope rev 2 |
| Insurance | COIs on file for 7 of 8 subs; drywall sub missing |
| Permits | Building permit posted; rough electrical passed Feb 12 |
| Change orders | CO-03 for added outlets signed before work |
| Time records | Daily crew hours logged for all trades |
| Closeout | As-builts pending from plumber |
The missing drywall certificate is flagged before that sub starts work, which is when it is easiest to get. The change order line shows it was signed before the outlets were installed, not after.
The project manager coordinates.
Digital with backups.
They support billing and resolve disputes.
Per contract and legal requirements.
Keep the current approved drawings and specifications, the building permit and inspection card, safety data sheets, the site safety plan, daily logs and any signed change orders. Subcontractor insurance certificates and crew sign-in or time records are usually kept in the project office or a shared file. The permit card often has to be posted where the inspector can see it.
It depends on contract terms and state law, but many contractors keep project files for at least the length of their state’s statute of repose for construction defects, which is often 6 to 10 years. Payroll records have their own federal retention rules. Check your contract and ask your attorney or insurer for a firm number.
More for the same job
EZTime’s digital employee file keeps documents such as certificates and sends reminders before they expire. Book a demo to see it with your team.