Pre-construction checklist

What to settle before breaking ground: scope, permits, budget, schedule, crews, site setup and communication.

How to use itRun through it in the weeks before mobilization, with the project manager, foreman and key subcontractors.

Who uses itProject managers, foremen and key subcontractors
WhenIn the weeks between contract signing and mobilization
Time neededA planning meeting plus follow-up work
Keep itProject file shared with the whole team

Who needs a pre-construction checklist

Many project problems start before the first day on site: unclear scope, late permits or a schedule that does not match available crews.

Permit and inspection requirements depend on the jurisdiction. Confirm them early.

16 items. Keep it on a tablet, or print a copy for the clipboard.

Contract and scope

Signed contract and scope of work.
Drawings and specs current.
Change order process agreed.

Permits and approvals

Required permits applied for or received.
Inspections identified.
Utility locates requested where required.

Budget and schedule

Budget by phase.
Schedule with milestones.
Crew hours estimated by phase.
Long-lead materials ordered.

Site and people

Site access, parking and storage.
Temporary power, water and toilets.
Subcontractors confirmed with insurance.
Site safety plan.
How crews will record time on site.
Communication plan with the client.

Putting the pre-construction checklist to work

Hold a pre-construction meeting.
Assign an owner to each item.
Track long-lead items weekly.
Share the schedule with all trades.
Review the list at mobilization.

The pre-construction checklist in practice

A contractor building a small retail fit-out holds a pre-construction meeting two weeks before start. They discover that the storefront glass has a six-week lead time, reorder the schedule to install it last, and confirm crews will clock in on site with a mobile app.

Why keep a pre-construction checklist

Most building departments do not allow work before the permit is issued, and state 811 laws require utility locates before digging. A pre-construction checklist puts these legal steps before mobilization.

A filled-in pre-construction checklist

Contract	Signed Oct 20; 2,800 sq ft tenant fit-out
Change orders	Written, priced, signed before work
Permits	Building permit issued Nov 3; plumbing pending
Long-lead items	Dental gas manifold, 8 weeks, ordered Oct 22
Crew hours	Framing 160, drywall 220, finish 140
Site access	Rear lot, 2 spaces, deliveries before 9 am
Time on site	Foreman-signed daily timesheets by phase

Ridgeback Construction is fitting out a dental office in Fort Collins. Crew hours are estimated by phase so the foreman can compare actual hours each week.

Pitfalls to watch for

Assuming subcontractors are available on the dates in the schedule. Confirm each one in writing.
Waiting to order long-lead materials until the schedule is final. Order early items as soon as the specs are confirmed.
Forgetting neighbors and local access rules. Check deliveries, noise hours and parking before work starts.

Tailor it to how you work

Remodeling contractorsAdd homeowner logistics, such as where they will live and how rooms will be protected.

Public projectsAdd bonds, prevailing wage requirements and reporting rules for the agency.

Worth knowingWalk the site with the foreman before mobilization and decide where materials will be stored. A good storage plan saves hours every day.

Frequently asked questions

When to start?

As soon as the contract is signed.

Who attends the meeting?

PM, foreman, key subs and the client if possible.

What about permits?

Check with your jurisdiction early.

Why plan crew hours?

To compare estimates with actual hours later.

What is a long-lead item in construction?

A long-lead item takes weeks or months to arrive after ordering, such as custom windows, switchgear or special equipment. Identify them in pre-construction and order early. Then build the schedule around their delivery dates.

When do I need to call 811 before digging?

Call 811 before any digging, even for fence posts, to have underground utilities marked. State laws set how many working days’ notice you must give, often two to three. Wait until all utilities have responded before you dig.

More for the same job

Useful next steps

Know who worked when

Use the pre-construction checklist for the record you need today. To see who clocked in, and when, book a demo of EZTime.

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Disclaimer: This template is general information, not legal advice. Employment rules differ by state and city and change over time. Have a qualified employment attorney or HR professional review it before you use it.