Closeout Documentation & Record Submission for Landscaping
The Closeout Documentation & Record Submission workflow supports landscaping contractors by creating consistency in final record delivery. It includes compiling warranties for irrigation or lighting systems, inspection approvals, as-built drawings, and compliance paperwork. Teams prepare professional client handover packets for accountability. By using this process, landscaping companies reduce disputes, protect profitability, and improve professionalism. Clients benefit from transparency and confidence in long-term performance. With this workflow in place, landscaping contractors can strengthen credibility, improve efficiency, and close projects smoothly, leaving clients with documentation that supports trust and ongoing satisfaction.
Review contract or client checklist for required closeout documents
Collect final permits, inspection approvals, and compliance reports
Gather warranties (materials, equipment, workmanship)
Finalize as-built drawings or site photos, if applicable
Include manuals, care instructions, and maintenance guides
Document any outstanding change orders and final pricing
Compile lien waivers and proof of payment for subs/suppliers
Draft final completion letter or certification
Package documents into an organized format (binder, PDF, folder)
Review all materials internally for accuracy and completeness
Deliver closeout package to client, GC, or property owner
Obtain confirmation of receipt or final sign-off
Archive a full copy in company records for future reference
Review contract or client checklist for required closeout documents
Collect final permits, inspection approvals, and compliance reports
Gather warranties (materials, equipment, workmanship)
Finalize as-built drawings or site photos, if applicable
Include manuals, care instructions, and maintenance guides
Document any outstanding change orders and final pricing
Compile lien waivers and proof of payment for subs/suppliers
Draft final completion letter or certification
Package documents into an organized format (binder, PDF, folder)
Review all materials internally for accuracy and completeness
Deliver closeout package to client, GC, or property owner
Obtain confirmation of receipt or final sign-off
Archive a full copy in company records for future reference
👈 Use this SOP template inside Subtrak
Edit with AI. Customize in seconds. Store and share all your SOPs and checklists in one place.