Project Summary
Project name, address, client, contractor, contract value, practical completion date, and defects liability period.
4.8
on G2
Free Construction Template
Handover of [project] to [client/operator]
Use this template to handover of [project] to [client/operator].
| 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 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] |
[Add context, assumptions, exceptions, evidence links, screenshots, calculations, or reviewer comments.]
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] |
[Add context, assumptions, exceptions, evidence links, screenshots, calculations, or reviewer comments.]
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] |
[Add context, assumptions, exceptions, evidence links, screenshots, calculations, or reviewer comments.]
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] |
[Add context, assumptions, exceptions, evidence links, screenshots, calculations, or reviewer comments.]
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] |
[Add context, assumptions, exceptions, evidence links, screenshots, calculations, or reviewer comments.]
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] |
[Add context, assumptions, exceptions, evidence links, screenshots, calculations, or reviewer comments.]
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] |
[Add context, assumptions, exceptions, evidence links, screenshots, calculations, or reviewer comments.]
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] |
[Add context, assumptions, exceptions, evidence links, screenshots, calculations, or reviewer comments.]
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 Structure
Use this construction template as a starting point, then customize each section to match your internal workflow, evidence, and signoff needs.
Project name, address, client, contractor, contract value, practical completion date, and defects liability period.
Table listing all as-built drawings, specifications, and records being handed over, with document reference, revision, and format (hard copy / digital).
Table listing each warranty: element (e.g., roofing, HVAC), supplier/subcontractor, warranty period, start date, expiry date, contact details, and any conditions.
List of operation and maintenance manuals provided, organised by building system (structural, mechanical, electrical, fire, lifts, etc.).
Table of known defects at practical completion: item number, location, description, responsible party, agreed rectification date.
Table recording meter readings at handover: utility type, meter location, meter serial number, reading, date.
Table of all keys and access devices handed over: door/area, key type, quantity, key number/code.
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.
Write a Project Handover Document for transferring a completed construction project to the client or building operator. Structure with:
Project name, address, client, contractor, contract value, practical completion date, and defects liability period.
Table listing all as-built drawings, specifications, and records being handed over, with document reference, revision, and format (hard copy / digital).
Table listing each warranty: element (e.g., roofing, HVAC), supplier/subcontractor, warranty period, start date, expiry date, contact details, and any conditions.
List of operation and maintenance manuals provided, organised by building system (structural, mechanical, electrical, fire, lifts, etc.).
Table of known defects at practical completion: item number, location, description, responsible party, agreed rectification date.
Table recording meter readings at handover: utility type, meter location, meter serial number, reading, date.
Table of all keys and access devices handed over: door/area, key type, quantity, key number/code.
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.
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)
| 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 | — | |
| Test & inspection records | T&I register | — | PDF + Excel |
| 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 |
| # | 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 | 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 |
| 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 |
| 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 |
Record a walkthrough, training session, or process demonstration. Docsie AI turns it into structured documentation using this template as the starting framework.
Use the template manually, or let Docsie generate the first draft from source footage.
Daily reporting for [project]
QC inspections for [work package]
Work method for [construction activity]
Required permits for [project type]
Safety procedures for [project/site]
SOW for [trade] on [project]
Template FAQ
Common questions about using and generating a project Handover Document.
Q: What is a project Handover Document?
A: A project Handover Document is a structured document for handover of [project] to [client/operator].
Q: Can I download this project Handover Document as Word or PDF?
A: Yes. This page includes free downloads in DOCX, PDF, and Markdown formats so you can edit, share, or import the template into your documentation system.
Q: Can Docsie generate this from a video?
A: Yes. Upload a process walkthrough, training recording, or screen capture to Docsie, then use this template structure to generate a first draft automatically.