Commercial – Construction project handover document sample

Construction project handover document sample

Construction project handover document sample

Getting your construction project handover right

Most phases of a construction project can provide headaches for all parties when not managed properly, or when defects, delays and other issues arise.

One of the periods in a project which can lead to real headaches and nasty disputes is the project handover.

Any handover process or period of transition in any project is difficult, as parties are trying to pass the baton with their own goals and agendas while maintaining positive relationships with other stakeholders.

The most important thing to maintain during this project handover phase is good communication. Effective communication eliminates many of the potential issues associated with a construction project handover.

One of the most useful tools and methods of project handover communication is the construction project handover document.

This document, which is often made into a project handover checklist, enables companies to follow a structured handover process and ensure that all of the tasks and things which need doing during the handover process are done.

It's also a great mechanism for bringing two or more parties together and getting sign off that everything has been done. This 'agreement' can drastically reduce follow-on issues and disputes as it removes any he said she said from the equation.

Construction project handover document sample

So what does a construction project handover document look like?

Below is a proven construction project handover document sample and framework which features many of the handover items which need to be completed during any construction project handover.

Some of the handover items are very basic and obvious, such as the handing over of keys, fobs and controls for the development, while others involve more coordination, like the access arrangements for the contractor to rectify defects.

The value of a project handover document like this is multi-faceted.

It reminds the company handing over the project to do all of the necessary jobs, and transfers the accountability to the contractor or other party.

Construction project handover document sample

Use this construction project handover document sample for free.

Construction project handover letter

Some companies still don't use a project handover document sample like the one you see above, instead, they still rely on construction project handover letters.

A construction project handover letter is identical in purpose to the project handover document sample, but it differs in its delivery.

Unlike a project handover form, a letter is a simple letter format like the letter sample you see below.

While a handover letter is a great compliment to a proper project handover document, it shouldn't serve as your main method of communicating a project handover.

This is because it's too one dimensional. It doesn't enable the writing company or party to ensure they have all of their bases covered or properly transfer and agree to the transfer of responsibility; nor does it enable the accepting or receiving party to get enough information about the mechanics of the handover.

You could include a number of sections like in the sample letter below, but a letter becomes quickly messy and difficult to work with.

Either way, here is a construction project handover letter sample you can use if required.

 

Company Name

Address

Contract Name

Contract Number

RE: PROJECT HANDOVER

I am writing with respect to [Insert project name] to confirm the Handover Date and occupancy of [Insert site/building etc.] effective [Insert date] as discussed with your team.  This letter will serve as our confirmation and your agreement of various aspects respecting the handover.

Please review and if you are in agreement with the content, please sign, date and return the signed letter to [Insert responsible person name], at the above address.

  • Insurance information:
  • Warranties:
  • Manuals and record drawings:
  • Completion of prime responsibilities:
  • Operations and maintenance of building site:
  • Disposition of surplus equipment and materials
  • Presence of staff on site:

We are pleased to hand over this facility to [Insert company name], and appreciate the on-going support and assistance from you and your staff.  Should you have any questions with respect to the above, please contact [Insert name] on [Insert phone number]. 

Signed by,
Authorised Person

Smoothing and improving your project handovers

Construction project handover documents and project handover letters aren't the only aspects of creating and maintaining a smooth project handover.

In fact, the most important part of a good project handover is ensuring consistent and reliable project management during the delivery stage.

Staying on top of quality, safety and commercial issues during project delivery ensures you don't have end of project headaches and issues hanging over and interrupting the project handover phase.

This type of real-time project management can really benefit from construction softwares like this, which enable real-time review and insight into everything happening on a project.

Instead of accumulating mess throughout the project, you and your teams can make smart and informed decisions throughout, keeping your project on time and on budget.

Use this construction project handover document and handover letter to improve the specific project handover phase of your projects, and to ensure that you leave all of your projects on good terms - or receive all of your assets in great shape.

See how you can easily streamline your systems and processes with Sitemate today

About Lance Hodgson

Lance is VP of Marketing at Sitemate. His aim is to bring awareness to a brighter future for the Built World where industrial workers and companies work smarter.

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