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Free Project Handover Document Template

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Project Summary As-Built Documentation Warranties & Guarantees O&M Manuals Outstanding Defects Utility Meter Readings Key Register

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Project Handover Document

Use this template to handover of [project] to [client/operator].

Template Metadata

Field	Details
Category	Construction
Owner	[Team or owner]
Version	[Version number]
Effective Date	[Date]
Review Cycle	[Monthly / Quarterly / Annual / Event-based]
Status	[Draft / In Review / Approved]

Project Summary

Project name, address, client, contractor, contract value, practical completion date, and defects liability period.

Item	Details	Owner	Status
[Item or requirement]	[Describe the relevant detail, evidence, or decision]	[Owner]	[Open / Complete]
[Item or requirement]	[Describe the relevant detail, evidence, or decision]	[Owner]	[Open / Complete]

Notes

[Add context, assumptions, exceptions, evidence links, screenshots, calculations, or reviewer comments.]

As-Built Documentation

Table listing all as-built drawings, specifications, and records being handed over, with document reference, revision, and format (hard copy / digital).

Item	Details	Owner	Status
[Item or requirement]	[Describe the relevant detail, evidence, or decision]	[Owner]	[Open / Complete]
[Item or requirement]	[Describe the relevant detail, evidence, or decision]	[Owner]	[Open / Complete]

Notes

[Add context, assumptions, exceptions, evidence links, screenshots, calculations, or reviewer comments.]

Warranties & Guarantees

Table listing each warranty: element (e.g., roofing, HVAC), supplier/subcontractor, warranty period, start date, expiry date, contact details, and any conditions.

Item	Details	Owner	Status
[Item or requirement]	[Describe the relevant detail, evidence, or decision]	[Owner]	[Open / Complete]
[Item or requirement]	[Describe the relevant detail, evidence, or decision]	[Owner]	[Open / Complete]

Notes

[Add context, assumptions, exceptions, evidence links, screenshots, calculations, or reviewer comments.]

O&M Manuals

List of operation and maintenance manuals provided, organised by building system (structural, mechanical, electrical, fire, lifts, etc.).

Item	Details	Owner	Status
[Item or requirement]	[Describe the relevant detail, evidence, or decision]	[Owner]	[Open / Complete]
[Item or requirement]	[Describe the relevant detail, evidence, or decision]	[Owner]	[Open / Complete]

Notes

[Add context, assumptions, exceptions, evidence links, screenshots, calculations, or reviewer comments.]

Outstanding Defects

Table of known defects at practical completion: item number, location, description, responsible party, agreed rectification date.

Item	Details	Owner	Status
[Item or requirement]	[Describe the relevant detail, evidence, or decision]	[Owner]	[Open / Complete]
[Item or requirement]	[Describe the relevant detail, evidence, or decision]	[Owner]	[Open / Complete]

Notes

[Add context, assumptions, exceptions, evidence links, screenshots, calculations, or reviewer comments.]

Utility Meter Readings

Table recording meter readings at handover: utility type, meter location, meter serial number, reading, date.

Item	Details	Owner	Status
[Item or requirement]	[Describe the relevant detail, evidence, or decision]	[Owner]	[Open / Complete]
[Item or requirement]	[Describe the relevant detail, evidence, or decision]	[Owner]	[Open / Complete]

Notes

[Add context, assumptions, exceptions, evidence links, screenshots, calculations, or reviewer comments.]

Key Register

Table of all keys and access devices handed over: door/area, key type, quantity, key number/code.

Item	Details	Owner	Status
[Item or requirement]	[Describe the relevant detail, evidence, or decision]	[Owner]	[Open / Complete]
[Item or requirement]	[Describe the relevant detail, evidence, or decision]	[Owner]	[Open / Complete]

Notes

[Add context, assumptions, exceptions, evidence links, screenshots, calculations, or reviewer comments.]

Maintenance Schedule

Table of recommended maintenance tasks by building system: system, task, frequency, next due date. Be thorough and precise. This document becomes the building's permanent record.

Item	Details	Owner	Status
[Item or requirement]	[Describe the relevant detail, evidence, or decision]	[Owner]	[Open / Complete]
[Item or requirement]	[Describe the relevant detail, evidence, or decision]	[Owner]	[Open / Complete]

Notes

[Add context, assumptions, exceptions, evidence links, screenshots, calculations, or reviewer comments.]

Review and Signoff

Document review conclusions, approvals, unresolved items, and next review date.

Role	Name	Date	Notes
Preparer	[Name]	[Date]	[Notes]
Reviewer	[Name]	[Date]	[Notes]
Approver	[Name]	[Date]	[Notes]

Template Guide

How to Use the Project Handover Document Template

When to Use This Template

Deploy this template when transferring a completed construction project from contractor to client or facility operator.

At practical completion when defects liability period begins
During final inspection before occupancy permit issuance
When transitioning from construction phase to operational management

What This Template Covers

This template produces a comprehensive handover record documenting all assets, warranties, and operational requirements for building management.

As-built drawings, O&M manuals, and warranty registers by system
Outstanding defects log with rectification dates and responsible parties
Key register, utility baselines, and preventive maintenance schedules

Common Pitfalls to Avoid

Teams often rush handover documentation, creating liability gaps and operational blind spots that cost thousands later.

Missing warranty start dates void coverage during defects liability
Incomplete as-built records delay future renovation permits and approvals
Undocumented access codes lock out facility managers during emergencies

Template Structure

What the Project Handover Document Template Includes

Use this construction template as a starting point, then customize each section to match your internal workflow, evidence, and signoff needs.

1

Project Summary

Project name, address, client, contractor, contract value, practical completion date, and defects liability period.

2

As-Built Documentation

Table listing all as-built drawings, specifications, and records being handed over, with document reference, revision, and format (hard copy / digital).

3

Warranties & Guarantees

Table listing each warranty: element (e.g., roofing, HVAC), supplier/subcontractor, warranty period, start date, expiry date, contact details, and any conditions.

4

O&M Manuals

List of operation and maintenance manuals provided, organised by building system (structural, mechanical, electrical, fire, lifts, etc.).

5

Outstanding Defects

Table of known defects at practical completion: item number, location, description, responsible party, agreed rectification date.

6

Utility Meter Readings

Table recording meter readings at handover: utility type, meter location, meter serial number, reading, date.

7

Key Register

Table of all keys and access devices handed over: door/area, key type, quantity, key number/code.

8

Maintenance Schedule

Table of recommended maintenance tasks by building system: system, task, frequency, next due date. Be thorough and precise. This document becomes the building's permanent record.

Recommended Structure

Write a Project Handover Document for transferring a completed construction project to the client or building operator. Structure with:

Project Summary

Project name, address, client, contractor, contract value, practical completion date, and defects liability period.

As-Built Documentation

Table listing all as-built drawings, specifications, and records being handed over, with document reference, revision, and format (hard copy / digital).

Warranties & Guarantees

Table listing each warranty: element (e.g., roofing, HVAC), supplier/subcontractor, warranty period, start date, expiry date, contact details, and any conditions.

O&M Manuals

List of operation and maintenance manuals provided, organised by building system (structural, mechanical, electrical, fire, lifts, etc.).

Outstanding Defects

Table of known defects at practical completion: item number, location, description, responsible party, agreed rectification date.

Utility Meter Readings

Table recording meter readings at handover: utility type, meter location, meter serial number, reading, date.

Key Register

Table of all keys and access devices handed over: door/area, key type, quantity, key number/code.

Maintenance Schedule

Table of recommended maintenance tasks by building system: system, task, frequency, next due date.

Be thorough and precise. This document becomes the building's permanent record.

Example Filled Template

Practical Completion Handover — Oakwood Office Park Building C

Project: Oakwood Office Park, Building C (3-storey commercial office, 4,200 m² GFA) Client: Oakwood Estates Ltd Contractor: Mason & Hale Construction Practical Completion Date: February 14, 2026 Defects Liability Period: 12 months (to February 14, 2027)

As-Built Documentation

Document	Reference	Rev	Format
Architectural as-built drawings	A-100 to A-142	P6	PDF + DWG
Structural as-built drawings	S-100 to S-58	P4	PDF + DWG
Mechanical as-built drawings	M-100 to M-36	P5	PDF + DWG
Electrical as-built drawings	E-100 to E-44	P4	PDF + DWG
Fire protection as-built drawings	FP-100 to FP-18	P3	PDF + DWG
Commissioning certificates	COM-001 to COM-032	—	PDF
Test & inspection records	T&I register	—	PDF + Excel

Warranties & Guarantees

Element	Supplier	Period	Start	Expiry	Contact
Roof membrane (single-ply)	SikaRoof	20 years	2026-02-14	2046-02-14	warranties@sika.com
Curtain wall glazing system	Schuco UK	10 years	2026-02-14	2036-02-14	(020) 7340-0000
HVAC plant (chillers, AHUs)	Daikin Applied	5 years	2026-02-14	2031-02-14	service@daikin.co.uk
Passenger lifts (x2)	Otis Elevator	12 months + service contract	2026-02-14	2027-02-14	otis.service@otis.com
Fire alarm system	Honeywell	2 years	2026-02-14	2028-02-14	firesafety@honeywell.com

O&M Manuals

Volume 1 — Structural: Concrete frame maintenance, expansion joint schedules, loading limitations
Volume 2 — Building Envelope: Curtain wall cleaning & gasket replacement, roof membrane inspection guide
Volume 3 — Mechanical: HVAC operation, BMS user guide, plumbing systems, ventilation balancing data
Volume 4 — Electrical: Main switchboard operation, lighting controls, emergency lighting test log
Volume 5 — Fire Systems: Fire alarm panel operation, sprinkler system maintenance, evacuation plan
Volume 6 — Lifts: Otis operating manual, entrapment release procedure, service schedule

Outstanding Defects

#	Location	Description	Responsible	Rectify By
D-01	Level 2, Room 2.14	Carpet tile lifting at door threshold	Flooring sub	2026-03-14
D-02	Roof, northwest corner	Minor ponding (<15mm) near outlet RWP-04	Roofing sub	2026-03-14
D-03	Ground floor WC lobby	Paint scuff marks on door frames (3 no.)	Painting sub	2026-03-07

Utility Meter Readings

Utility	Location	Meter Serial	Reading	Date
Electricity (main)	LV switchroom, ground floor	ELM-2024-78431	000,042 kWh	2026-02-14
Gas	External meter box, east wall	GAS-90221-B	00,007 m³	2026-02-14
Water (mains)	Ground floor riser cupboard	WAT-55102	00,018 m³	2026-02-14

Key Register

Door / Area	Key Type	Qty	Key Number
Main entrance (front & rear)	Master key	4	MK-001 to MK-004
Server room (Room 1.08)	Restricted key	2	SR-001, SR-002
Roof access hatch	Padlock key	2	RA-001, RA-002
Plant room (basement)	Restricted key	2	PR-001, PR-002
BMS panel	Override key	1	BMS-001

Maintenance Schedule

System	Task	Frequency	Next Due
HVAC — AHU filters	Replace pre-filters, inspect fine filters	Quarterly	May 2026
HVAC — chillers	Full service by Daikin engineer	Annually	Feb 2027
Roof	Inspect membrane, clear gutters and outlets	6-monthly	Aug 2026
Fire alarm	Full system test and battery check	Quarterly	May 2026
Lifts	Service by Otis (contract)	Monthly	Mar 2026
Emergency lighting	Duration test (3 hours)	Annually	Feb 2027

Video to Document

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Template FAQ

Project Handover Document Template FAQ

Common questions about downloading and generating a project handover document template.

Using This Template

Q: What is a project handover document template?

A: A project handover document template is a structured document for handover of [project] to [client/operator].

Q: Is the project handover document template really free?

A: Yes. The project handover document template is completely free to download in Word (DOCX), PDF, and Markdown formats. No signup or credit card required to download.

Q: How do I turn a video into a project Handover Document?

A: Upload a process walkthrough, training recording, or screen capture to Docsie. The AI analyzes the video and generates a complete project Handover Document using this template's structure — every required field auto-filled from the footage.

Q: Can I edit the project handover document template after downloading?

A: Yes. The DOCX format opens in Microsoft Word or Google Docs. The Markdown format imports into Notion, Confluence, Docsie, or any markdown editor. Customize fields, add your branding, and adapt to your internal workflow.