Closeout Workflow
Welcome to the Closeout Workflow SOP Template Library for New Construction (Commercial) Roofing. Access free, expertly crafted Standard Operating Procedures for the closeout phase of your commercial roofing projects. Our templates cover final inspections, documentation, and client handover, ensuring a smooth and thorough project completion. Download our templates today to streamline your closeout process and leave a lasting positive impression on your clients.
Schedule final walkthrough with the GC and project manager
Step 1: Coordinate with GC and Project Manager to Determine Availability
• Contact the General Contractor (GC) and project manager to determine their availability for the final walkthrough
• Offer several date and time options to accommodate their schedules
Step 2: Confirm the Agenda and Objectives for the Walkthrough
• Prepare an agenda for the final walkthrough that outlines the key areas to be reviewed, such as completed roofing work and any outstanding issues
• Confirm the agenda and objectives of the walkthrough with the GC and project manager
Step 3: Send Calendar Invitations and Meeting Reminders
• Send calendar invitations to all participants, confirming the date, time, and location of the walkthrough
• Include a meeting reminder one day before the scheduled walkthrough to ensure all stakeholders are prepared
Step 4: Prepare Necessary Documentation and Reports for the Walkthrough
• Prepare all necessary documentation and reports for the walkthrough, such as punch lists, inspection checklists, and progress reports
• Ensure that all documents are up-to-date and easily accessible for reference
Step 5: Communicate Walkthrough Details to the Roofing Crew
• Communicate the details of the final walkthrough to the roofing crew, emphasizing any remaining tasks or touch-ups that need to be completed before the inspection
• Confirm that all crew members are aware of their responsibilities
Step 6: Verify Completion of All Pre-Walkthrough Preparations
• Conduct a final review of the roofing work to verify that all preparations for the walkthrough have been completed
• Address any minor issues or last-minute adjustments needed to meet project standards
Step 7: Document the Scheduled Walkthrough and Participants
• Document the scheduled walkthrough in the project records, including the date, time, and list of participants
• Save the agenda and all related documents in the project files for future reference
Conduct final inspection to ensure all roofing work is completed to satisfaction
Step 1: Begin the Walkthrough with a Brief Overview
• Start the final inspection by providing a brief overview of the inspection process and key areas to be reviewed
• Confirm the objectives of the inspection with all participants, including the GC and project manager
Step 2: Inspect All Roofing Components and Key Areas
• Conduct a thorough inspection of all roofing components, focusing on critical areas such as flashing, roof penetrations, shingles, and moisture barriers
• Use an inspection checklist to systematically review each section of the roof
Step 3: Verify Compliance with Project Specifications and Standards
• Verify that all roofing work complies with the approved project specifications, manufacturer guidelines, and local building codes
• Pay special attention to any previously identified issues or areas that required corrective actions
Step 4: Address Any Questions or Concerns Raised During the Inspection
• Allow the GC and project manager to raise any questions or concerns during the inspection
• Provide clear explanations and document any additional feedback or action items that arise
Step 5: Confirm Completion of Roofing Work to the GC’s Satisfaction
• Confirm with the GC and project manager that all roofing work has been completed to their satisfaction
• Address any remaining minor issues on-site, if feasible, or plan for immediate follow-up actions
Step 6: Document the Final Inspection Results and Approval
• Document the results of the final inspection, including any feedback from the GC and project manager
• Obtain their verbal or written approval for the completed roofing work
Step 7: Save Final Inspection Records in Project Files
• Save the final inspection records, photos, and notes in the project files for future reference
• Confirm that all related documents are up-to-date and accessible
Address any last-minute concerns or issues raised by the GC
Step 1: Promptly Review Any Last-Minute Concerns Raised by the GC
• Review any last-minute concerns or issues raised by the GC during the final walkthrough or inspection
• Determine the severity and impact of each concern on the overall project completion
Step 2: Assign Responsibilities to the Roofing Crew for Immediate Action
• Assign responsibilities to the roofing crew or relevant subcontractors to address each concern or issue raised by the GC
• Confirm that all team members understand their tasks and the urgency of completing them
Step 3: Develop a Plan for Corrective Actions or Final Adjustments
• Develop a plan to address each identified concern, including specific corrective actions, materials needed, and an estimated timeline for completion
• Communicate the plan to the GC and project manager for their approval
Step 4: Monitor Progress and Verify Completion of Corrective Actions
• Monitor the progress of the assigned tasks to ensure that corrective actions are being completed according to the plan and timeline
• Conduct follow-up inspections as needed to verify that all issues have been resolved
Step 5: Communicate Resolution of Issues to the GC and Project Manager
• Once all corrective actions are completed, communicate the resolution of each issue to the GC and project manager
• Provide documentation or photos as needed to confirm the quality of the completed work
Step 6: Obtain Final Sign-Off on Addressed Issues from the GC
• Obtain the GC’s final sign-off on all addressed issues, confirming that they are satisfied with the quality and compliance of the roofing work
• Document the sign-off in the project records
Step 7: Update Project Files and Close Out the Roofing Scope
• Update the project files with all documentation related to the resolution of last-minute concerns
• Confirm that the roofing scope is officially closed and communicate this status to the project team
Complete all remaining documentation and paperwork for roofing work
Step 1: Review Project Files to Identify Remaining Documentation Requirements
• Review the project files and records to identify any remaining documentation or paperwork that needs to be completed for the roofing work
• Verify that all required reports, permits, and approvals are included in the project records
Step 2: Compile All Final Reports and Inspection Records
• Compile all final reports and inspection records, including punch lists, quality control checklists, and progress reports
• Ensure that each document is up-to-date and accurately reflects the completion status of the roofing work
Step 3: Prepare Financial Documents and Invoices for Roofing Work
• Prepare all financial documents and invoices related to the roofing work, including final payment requests, change orders, and cost breakdowns
• Verify that all financial records are accurate and approved by the project manager
Step 4: Organize and Label All Documents for Easy Reference
• Organize and label all documents in the project files for easy reference during audits or future reviews
• Create a digital backup of the project files to ensure data security and accessibility
Step 5: Obtain Required Signatures on Final Documents
• Obtain any required signatures on final documents, such as completion reports, warranties, and client approvals
• Confirm that all signed documents are saved in the project records
Step 6: Confirm Completion of All Documentation with the Project Manager
• Confirm with the project manager that all required documentation and paperwork for the roofing work have been completed and approved
• Address any additional documentation needs or follow-up tasks requested by the project manager
Step 7: Save and Secure All Final Roofing Work Documents
• Save and securely store all final roofing work documents in the project records, ensuring they are easily accessible for authorized personnel
• Notify key stakeholders that the roofing work documentation is complete
Ensure all warranties and manuals related to roofing are compiled and provided to the GC
Step 1: Gather All Warranty Information from Manufacturers
• Gather all warranty information from manufacturers and suppliers for roofing materials and components, such as shingles, flashing, and underlayment
• Confirm that each warranty document includes coverage details, terms, and contact information
Step 2: Compile User Manuals and Maintenance Guides
• Compile all user manuals and maintenance guides for roofing components, including instructions for care, inspection, and repair
• Ensure that each manual is complete and clearly describes the maintenance requirements
Step 3: Review Warranty and Manual Documents for Accuracy
• Review all warranty and manual documents to confirm their accuracy and relevance to the installed roofing system
• Verify that each document matches the installed materials and components on the project
Step 4: Organize Warranties and Manuals into a Single Package
• Organize all warranties and manuals into a single package for easy reference by the GC and client
• Create both digital and physical copies of the package to ensure accessibility
Step 5: Prepare a Cover Letter or Summary for the GC
• Prepare a cover letter or summary document that outlines the included warranties and manuals, highlighting key coverage details and responsibilities
• Include contact information for follow-up questions or claims
Step 6: Provide the Warranty and Manual Package to the GC
• Provide the complete package of warranties and manuals to the GC, either in person or through an agreed-upon delivery method
• Confirm receipt of the package with the GC and address any immediate questions or concerns
Step 7: Document the Delivery of Warranties and Manuals in Project Records
• Document the delivery of the warranties and manuals package in the project records, including the date and method of delivery
• Save digital copies of all documents in the project files for future reference
Obtain final approvals and sign-offs from relevant authorities for roofing work
Step 1: Identify All Relevant Authorities and Required Approvals
• Identify the relevant authorities or agencies that need to provide final approvals or sign-offs for the roofing work, such as building inspectors or local regulatory bodies
• Confirm the specific documents or inspections required for each approval
Step 2: Schedule Final Inspections with Authorities
• Schedule final inspections with the identified authorities, ensuring that the roofing work is fully completed and ready for review
• Confirm the inspection dates and times with all relevant stakeholders, including the project manager
Step 3: Prepare and Submit Required Documentation for Approvals
• Prepare all necessary documentation for final approvals, such as inspection reports, compliance certificates, and as-built drawings
• Submit the required documents to the authorities in accordance with their guidelines
Step 4: Accompany Inspectors During Final Walkthroughs
• Accompany the inspectors during their final walkthroughs of the roofing work, providing access to key areas and answering any questions they may have
• Address any minor adjustments or clarifications requested by the inspectors
Step 5: Obtain Formal Sign-Offs and Approval Certificates
• Obtain formal sign-offs or approval certificates from each authority, confirming that the roofing work complies with all regulations and standards
• Verify that all required signatures and stamps are obtained on the approval documents
Step 6: Document and Save Final Approvals in Project Records
• Document all final approvals and certificates in the project records, including scanned copies of signed documents
• Confirm with the project manager that all required approvals have been secured
Step 7: Notify Key Stakeholders of Final Approval Status
• Notify key stakeholders, including the project manager and GC, that final approvals have been obtained
• Update the project status to reflect the completion of the roofing work and compliance with regulations
Remove all roofing equipment and clean up the site
Step 1: Prepare a List of Roofing Equipment and Materials for Removal
• Prepare a detailed list of all roofing equipment and materials that need to be removed from the project site, including tools, scaffolding, and unused materials
• Assign responsibilities to crew members for managing the removal process
Step 2: Coordinate the Timing of Equipment Removal with the Project Team
• Coordinate the timing of equipment removal with the project team to avoid disrupting other ongoing activities or inspections
• Confirm the schedule for equipment transport and site cleanup with all relevant stakeholders
Step 3: Disassemble and Safely Remove Roofing Equipment
• Disassemble all roofing equipment, such as scaffolding, ladders, and safety rails, following proper safety protocols
• Secure and transport all equipment to designated storage areas or off-site locations
Step 4: Collect and Dispose of Waste and Unused Materials
• Collect all waste materials, debris, and unused roofing supplies from the site and dispose of them according to local regulations and environmental guidelines
• Separate recyclable materials from general waste to comply with sustainability practices
Step 5: Perform a Final Site Cleanup and Inspection
• Perform a final site cleanup to remove any remaining debris or clutter, ensuring that the site is clean and safe for other trades or project phases
• Conduct a final walkthrough to confirm that all roofing-related items have been removed
Step 6: Document and Report the Completion of Equipment Removal
• Document the completion of equipment removal and site cleanup, including photos and notes for reference
• Report the status to the project manager and update the project records accordingly
Step 7: Communicate Site Cleanup Requirements to All Crew Members
• Remind all crew members of the importance of site cleanup and reinforce the safety protocols for equipment removal
• Confirm that everyone understands their responsibilities and follows the established procedures
Perform a final safety check and remove all safety equipment
Step 1: Conduct a Comprehensive Safety Check of the Work Area
• Conduct a comprehensive safety check of the entire work area, focusing on potential hazards such as unprotected edges, loose debris, and unsecured equipment
• Use a safety checklist to systematically review each section of the site
Step 2: Verify Removal of Temporary Safety Measures
• Verify that all temporary safety measures, such as guardrails, safety nets, and warning signs, have been safely removed from the site
• Confirm that all safety equipment has been disassembled and collected for storage or return
Step 3: Inspect All Safety Equipment for Condition and Proper Storage
• Inspect all safety equipment, including harnesses, helmets, and safety rails, to ensure they are in good condition and ready for future use
• Store all safety equipment properly in designated areas to prevent damage or deterioration
Step 4: Confirm Compliance with Safety Standards and Regulations
• Confirm that all safety protocols and regulatory requirements have been followed during the removal of safety equipment
• Address any issues or discrepancies identified during the final safety check
Step 5: Document the Results of the Final Safety Check
• Document the results of the final safety check, noting any identified hazards, corrective actions taken, and the status of safety equipment removal
• Save the safety check records in the project files for future reference
Step 6: Report Safety Check Completion to the Project Team
• Report the completion of the final safety check to the project team and project manager, confirming that the site is safe for further activities or inspections
• Provide a summary of the safety check findings and any recommendations for ongoing safety practices
Step 7: Communicate Final Safety Procedures to Crew Members
• Communicate final safety procedures and reminders to the roofing crew, emphasizing the importance of maintaining a safe and clean work environment
• Reinforce safety protocols for future projects during team briefings
Conduct a project debrief with the roofing team to review successes and areas for improvement
Step 1: Schedule a Project Debrief Meeting with the Roofing Team
• Schedule a project debrief meeting with the roofing team to review the completed work and discuss key takeaways
• Confirm the meeting date, time, and agenda with all team members
Step 2: Prepare an Agenda for the Debrief Meeting
• Prepare an agenda for the debrief meeting that includes topics such as project successes, challenges faced, areas for improvement, and lessons learned
• Distribute the agenda to the team members in advance of the meeting
Step 3: Begin the Meeting with a Review of Project Goals and Outcomes
• Begin the debrief meeting by reviewing the original project goals and the outcomes achieved
• Highlight key successes and milestones reached during the roofing work
Step 4: Encourage Team Members to Share Feedback and Insights
• Encourage team members to share their feedback and insights on what worked well and what could be improved
• Foster an open and constructive discussion, focusing on finding solutions for future projects
Step 5: Identify Areas for Improvement and Actionable Takeaways
• Identify specific areas for improvement based on the feedback provided by the team members
• Develop actionable takeaways and strategies for addressing these areas in future projects
Step 6: Document Key Discussion Points and Lessons Learned
• Document the key discussion points, lessons learned, and agreed-upon strategies for improvement in a project debrief report
• Save the report in the project records for reference during planning and execution of future projects
Step 7: Thank the Team for Their Hard Work and Dedication
• Conclude the meeting by thanking the team for their hard work and dedication throughout the project
• Reinforce the importance of teamwork, quality, and continuous improvement in achieving project success
Archive all project documents and records related to roofing work
Step 1: Organize All Project Documents and Records for Archiving
• Organize all project documents and records related to the roofing work, including inspection reports, permits, warranties, invoices, and correspondence
• Verify that all documents are complete and accurately labeled
Step 2: Create Digital Copies of All Key Documents for Backup
• Create digital copies of all key project documents to serve as backups in case of data loss or damage to physical files
• Ensure that the digital copies are clear, organized, and easily accessible
Step 3: Store Physical Copies in Secure, Designated Locations
• Store all physical copies of project documents in secure, designated locations, such as filing cabinets or document storage rooms
• Label and organize the files according to a standardized system for easy retrieval
Step 4: Upload Digital Documents to Project Management Software or Cloud Storage
• Upload all digital documents to the project management software or secure cloud storage system used by your organization
• Confirm that all uploaded files are correctly named and linked to the corresponding project folder
Step 5: Verify that All Documents Are Archived According to Company Policies
• Verify that all documents have been archived according to company policies and any legal or regulatory requirements
• Confirm that access permissions are correctly set to restrict unauthorized access to sensitive information
Step 6: Notify Key Stakeholders of Document Archiving and Access Details
• Notify key stakeholders, such as the project manager and GC, that all project documents have been archived and are accessible
• Provide instructions for accessing the archived records if needed in the future
Step 7: Conduct a Final Review of Archived Documents and Records
• Conduct a final review of the archived documents and records to ensure that nothing is missing or mislabeled
• Address any discrepancies or issues found during the review, and update the records as necessary
Ensure all financials are settled and final invoices for roofing work are sent to the GC
Step 1: Review Project Financial Records with Accounting Team
• Review the project financial records with the accounting team to confirm all expenses, payments, and outstanding invoices
• Ensure that all financial entries are accurate and up-to-date
Step 2: Verify Outstanding Balances and Payment Schedules
• Verify any outstanding balances and payment schedules, ensuring that all subcontractors, suppliers, and crew members have been paid according to the project terms
Step 3: Reconcile Final Project Expenses and Adjustments
• Reconcile all final project expenses, including any adjustments for change orders, material substitutions, or additional labor
• Confirm that all adjustments are reflected in the financial records
Step 4: Prepare Final Invoices for General Contractor
• Prepare final invoices for the GC, detailing all completed work, materials used, and any additional charges
• Include a clear breakdown of costs and any approved change orders
Step 5: Review and Approve Final Invoices with Project Manager
• Review the final invoices with the project manager, confirming that all charges and descriptions align with the completed work
• Obtain the project manager’s approval before submission
Step 6: Send Final Invoices to GC
• Send the final invoices to the GC, following the specified submission process (e.g., email, postal service, or portal)
• Confirm receipt of invoices by the GC and request any feedback if needed
Step 7: Document Financial Settlement and Invoice Submission in CRM
• Document the financial settlement and final invoice submission in the CRM, noting the date, amount, and recipient confirmation
• Update the project status to reflect financial completion
Prepare and submit final invoice and closeout documents to the GC
Step 1: Compile All Closeout Documents for the GC
• Compile all closeout documents required for the GC, including final inspection reports, warranty information, completion certificates, and photos
• Verify that all necessary items are included and organized in the final package
Step 2: Review Closeout Documents with Project Manager
• Review the closeout documents with the project manager, confirming that all necessary items are included and formatted correctly
• Make any adjustments or additions as needed based on feedback
Step 3: Prepare Final Invoice Package for Submission
• Prepare the final invoice package for submission, including the final invoice, cover letter, and closeout documents
• Ensure that all documents are clearly labeled and organized
Step 4: Send Final Invoice and Closeout Documents to GC
• Send the final invoice and closeout documents to the GC, following the specified submission process (e.g., email, postal service, or portal)
• Obtain confirmation of receipt from the GC
Step 5: Communicate Final Submission Status to Project Team
• Communicate the status of the final submission to the project team, confirming that all documents have been sent and acknowledged
• Address any remaining questions or requests for additional information from the GC
Step 6: Update Project Status to “Closed” in CRM
• Update the project status to “Closed” in the CRM, noting the final submission date and completion of all project requirements
• Notify all relevant team members of the project closure
Step 7: Document Final Submission in Project Records
• Document the final submission of invoices and closeout documents in the project records, including dates, confirmation receipts, and any final communications with the GC
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