Closeout Workflow
Welcome to the Closeout Workflow SOP Template Library for Residential Storm Damage Restoration Roofing. Access free, expertly crafted Standard Operating Procedures for the closeout phase of your 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.
Schedule final walkthrough with the client and project manager
Step 1: Confirm Client and Project Manager Availability for Walkthrough
• Confirm the availability of the client and project manager for the final walkthrough, selecting a date and time that works for all parties
• Communicate the proposed schedule to all stakeholders
Step 2: Prepare Walkthrough Agenda and Key Discussion Points
• Prepare a walkthrough agenda, focusing on key discussion points such as completed work, quality checks, and client satisfaction
• Include any remaining items or final questions
Step 3: Communicate Walkthrough Schedule and Agenda to Team
• Communicate the walkthrough schedule and agenda to the project team, confirming that all key personnel are aware of their responsibilities
• Provide access to the agenda for reference
Step 4: Review Key Areas to be Addressed During Walkthrough
• Review the key areas to be addressed during the final walkthrough, confirming that all punch list items are completed and approved
• Prepare a checklist to guide the walkthrough
Step 5: Confirm Walkthrough Details with Client and Project Manager
• Confirm the final walkthrough details with the client and project manager, providing them with a copy of the agenda and checklist
• Address any last-minute concerns or adjustments
Step 6: Schedule Follow-Up Actions Based on Walkthrough
• Schedule any follow-up actions based on the final walkthrough discussion, confirming responsibilities and timelines with the project team
• Communicate the follow-up plan to the client
Step 7: Document Walkthrough Schedule and Agenda in Project Records
• Document the final walkthrough schedule and agenda in the project records, including any specific client or project manager requests
• Confirm that all records are accurate and accessible
Conduct final inspection to ensure all roofing work is completed to client’s satisfaction
Step 1: Prepare Final Inspection Checklist Based on Client Feedback
• Prepare a final inspection checklist based on client feedback, previous inspections, and punch list completion
• Include key areas to verify quality, safety, and overall satisfaction
Step 2: Conduct Visual Inspection of Completed Roofing Work
• Conduct a visual inspection of the completed roofing work, checking for defects, misalignments, or areas that do not meet client expectations
• Document findings using photos and notes
Step 3: Verify Compliance with Project Specifications and Client Requirements
• Verify that all roofing work complies with the project specifications and client requirements, confirming that all tasks are completed according to guidelines
• Address any final issues promptly
Step 4: Review Final Inspection Findings with Project Team
• Review the final inspection findings with the project team, confirming that all areas are addressed to meet quality standards
• Assign any last-minute tasks if necessary
Step 5: Communicate Final Inspection Results to Client
• Communicate the results of the final inspection to the client, providing them with a summary of the findings and confirming their satisfaction
• Address any remaining concerns or requests
Step 6: Obtain Client’s Acknowledgment of Completed Work
• Obtain the client’s acknowledgment of the completed work, securing their signature or written confirmation if required
• Document their acknowledgment in the project records
Step 7: Document Final Inspection Results in Project Records
• Document the final inspection results in the project records, including inspection checklists, photos, and client feedback
• Confirm that all records are accurate and accessible
Address any last-minute concerns or issues raised by the client
Step 1: Schedule a Meeting or Call to Discuss Client Concerns
• Schedule a meeting or call with the client to discuss any last-minute concerns or issues they have raised
• Confirm the date, time, and agenda with the client to ensure clarity
Step 2: Prepare a Summary of Client Concerns for Review
• Prepare a summary of the client’s concerns or issues based on their feedback
• Include any specific areas or tasks that require further discussion or resolution
Step 3: Review Client Concerns with the Project Team
• Review the client’s concerns with the project team, confirming that all key members are aware of the issues raised
• Assign specific responsibilities to address each concern
Step 4: Develop a Resolution Plan for Each Client Concern
• Develop a resolution plan for each of the client’s concerns, outlining the corrective actions, responsible personnel, and timeline for completion
• Confirm that the plan aligns with client expectations
Step 5: Communicate Resolution Plan to Client for Approval
• Communicate the resolution plan to the client, addressing each concern in detail
• Obtain the client’s approval of the proposed plan before proceeding
Step 6: Implement Corrective Actions and Monitor Progress
• Implement the corrective actions agreed upon in the resolution plan, ensuring that each task is completed according to quality standards
• Monitor progress closely and address any new issues immediately
Step 7: Confirm Client Satisfaction with Resolved Issues
• Confirm the client’s satisfaction with the resolved issues, obtaining their acknowledgment in writing if necessary
• Document the resolution and client feedback in the project records
Complete all remaining documentation and paperwork for roofing work
Step 1: Review Project Records and Identify Outstanding Documentation
• Review the project records to identify any outstanding documentation or paperwork that needs to be completed
• Confirm that all key documents are accounted for and up to date
Step 2: Prepare Final Project Reports and Documentation
• Prepare final project reports and documentation, including inspection reports, client feedback, punch list completion, and quality check results
• Ensure that all reports are professionally formatted
Step 3: Verify Documentation Completeness with Project Team
• Verify the completeness of all documentation with the project team, confirming that all records are accurate and up to date
• Address any missing or incomplete items immediately
Step 4: Organize Documentation for Easy Access and Review
• Organize all completed documentation and paperwork in a centralized location for easy access and review by the client and project stakeholders
• Ensure that digital copies are backed up securely
Step 5: Review Final Documentation with Project Manager
• Review the final documentation with the project manager, confirming that all reports and records meet company standards
• Obtain the project manager’s approval before proceeding
Step 6: Communicate Documentation Status to Client
• Communicate the status of the final documentation to the client, providing them with an overview of the completed paperwork and its contents
• Confirm that the client is aware of the key records
Step 7: Document Completion of Project Paperwork in CRM
• Document the completion of all project paperwork in the CRM, updating the project status to reflect the readiness for final client review
• Notify all relevant team members of the status update
Ensure all warranties and manuals related to roofing are compiled and provided to the client
Step 1: Identify All Warranties and Manuals for Roofing Components
• Identify all warranties and manuals related to the roofing components used in the project, including materials, equipment, and installations
• Confirm that all items are accounted for
Step 2: Verify Warranty Coverage Periods and Conditions
• Verify the warranty coverage periods and conditions for each roofing component, ensuring that they meet client expectations
• Note any specific maintenance or usage guidelines included in the warranties
Step 3: Prepare Warranty and Manual Packages for Client
• Prepare comprehensive warranty and manual packages for the client, organizing each document by category or component type
• Include a cover sheet summarizing the key details of each item
Step 4: Review Warranty and Manual Packages with Project Manager
• Review the warranty and manual packages with the project manager, confirming that all necessary documents are included
• Obtain the project manager’s approval before proceeding
Step 5: Present Warranties and Manuals to Client for Review
• Present the warranties and manuals to the client for review, explaining key details such as coverage periods, maintenance requirements, and claim procedures
• Address any client questions or concerns
Step 6: Obtain Client’s Acknowledgment of Received Warranties
• Obtain the client’s acknowledgment of received warranties and manuals, confirming that they understand the contents
• Document their acknowledgment in the project records
Step 7: Update Project Records with Warranty and Manual Information
• Update the project records with warranty and manual information, noting the client’s acknowledgment and any special conditions
• Confirm that all records are accessible for future reference
Obtain final approvals and sign-offs from relevant authorities for roofing work
Step 1: Review Project Compliance Requirements with Authorities
• Review the project compliance requirements with relevant authorities, confirming the specific inspections, documentation, and approvals needed for final sign-off
• Verify that all regulatory standards are met
Step 2: Schedule Final Inspections with Relevant Authorities
• Schedule final inspections with the relevant authorities, confirming the date and time of each inspection
• Communicate the inspection schedule to the project team
Step 3: Prepare Final Inspection Reports and Documentation
• Prepare final inspection reports and documentation required by the authorities, including compliance checklists, quality control reports, and permits
• Confirm that all documents are complete and accurate
Step 4: Conduct Walkthrough with Inspectors and Authorities
• Conduct a walkthrough of the roofing work with inspectors and relevant authorities, explaining key areas of compliance and addressing any questions
• Provide additional documentation as requested
Step 5: Address Any Issues Raised During Final Inspections
• Address any issues raised during the final inspections, making necessary corrections or adjustments to meet compliance standards
• Communicate the corrective actions to the authorities
Step 6: Obtain Final Approvals and Sign-Offs from Authorities
• Obtain final approvals and sign-offs from the relevant authorities, confirming that all roofing work is compliant and meets regulatory standards
• Document the approvals in the project records
Step 7: Communicate Final Approvals to Client and Project Team
• Communicate the final approvals to the client and project team, confirming that all regulatory requirements are met
• Outline the next steps for project closeout and documentation
Coordinate with the insurance adjuster for final inspection and approval
Step 1: Schedule Final Inspection with Insurance Adjuster
• Schedule the final inspection with the insurance adjuster, confirming the date, time, and key areas to be inspected
• Communicate the inspection schedule to the project team
Step 2: Prepare Documentation and Reports for Final Inspection
• Prepare documentation and reports for the final inspection, including completion checklists, quality control results, and photos of key areas
• Organize these materials for easy reference
Step 3: Conduct Walkthrough with Insurance Adjuster
• Conduct a walkthrough of the completed roofing work with the insurance adjuster, explaining key milestones, completed punch list items, and final corrective actions taken
• Address any questions or concerns
Step 4: Review Adjuster’s Feedback and Recommendations
• Review the feedback and recommendations provided by the insurance adjuster, noting any additional corrections or improvements needed for final approval
• Confirm that all feedback is documented accurately
Step 5: Implement Adjuster’s Recommendations and Make Corrections
• Implement the insurance adjuster’s recommendations, making necessary corrections or improvements to the roofing work
• Verify that all changes are documented and communicated to the adjuster
Step 6: Obtain Final Approval and Sign-Off from Insurance Adjuster
• Obtain the final approval and sign-off from the insurance adjuster, confirming that all requirements are met
• Document their sign-off in the project records
Step 7: Communicate Adjuster’s Final Approval to Client and Project Team
• Communicate the insurance adjuster’s final approval to the client and project team, confirming that the project is ready for closeout
• Confirm that all stakeholders are aware of the next steps
Submit final documentation and photos to the insurance company
Step 1: Compile All Final Documentation and Photos for Submission
• Compile all final documentation and photos related to the roofing project, including inspection reports, punch list completion records, warranties, and client sign-offs
• Verify that all documents are complete and up-to-date
Step 2: Review Documentation and Photos with Project Manager
• Review the compiled documentation and photos with the project manager, ensuring that all records are accurate and properly formatted for submission
• Make any necessary corrections or additions
Step 3: Organize Documentation by Category for Easy Reference
• Organize the documentation by category, such as inspections, warranties, repairs, and approvals, to facilitate easy reference by the insurance company
• Label each document clearly and consistently
Step 4: Prepare a Cover Letter for the Insurance Company
• Prepare a cover letter for the insurance company summarizing the completed work, key milestones, and included documentation
• Address the cover letter to the appropriate insurance representative
Step 5: Submit Documentation and Photos to the Insurance Company
• Submit the compiled documentation and photos to the insurance company according to their specified submission process (e.g., email, portal, mail)
• Obtain confirmation of receipt from the insurance company
Step 6: Communicate Submission Status to Client and Project Team
• Communicate the status of the final submission to the client and project team, confirming that all documents have been submitted and acknowledged
• Address any client questions or follow-up requests
Step 7: Document Submission in Project Records and CRM
• Document the submission of final records in the project records and CRM, noting the submission date, contents, and confirmation received
• Update the project status to “Final Documentation Submitted”
Remove all roofing equipment and clean up the site
Step 1: Identify Equipment to Be Removed and Create Checklist
• Identify all roofing equipment to be removed from the site, creating a checklist to ensure that no items are left behind
• Include tools, materials, safety equipment, and temporary structures
Step 2: Coordinate Equipment Removal with Project Team
• Coordinate the equipment removal process with the project team, confirming that all key members understand their responsibilities
• Ensure that the necessary vehicles and personnel are available
Step 3: Remove and Transport Roofing Equipment Safely
• Remove and transport roofing equipment safely, following standard handling protocols and safety guidelines
• Confirm that all items are loaded securely for transport
Step 4: Clean Up the Site and Dispose of Waste Materials
• Clean up the site thoroughly, disposing of any remaining waste materials in designated disposal areas
• Confirm that all safety measures are followed during waste removal
Step 5: Conduct Final Walkthrough to Confirm Equipment Removal
• Conduct a final walkthrough of the site to confirm that all equipment has been removed and that the site is free of debris or hazards
• Use the equipment checklist to verify that no items are missing
Step 6: Communicate Site Cleanup Status to Project Manager
• Communicate the status of the site cleanup to the project manager, confirming that all equipment has been removed and the site is restored to its original condition
• Address any remaining issues promptly
Step 7: Document Equipment Removal and Site Cleanup in Project Records
• Document the removal of all equipment and the site cleanup activities in the project records, including photos and checklists
• Confirm that all records are accurate and accessible for review
Perform a final safety check and remove all safety equipment
Step 1: Review Site Safety Protocols and Equipment Checklist
• Review the site safety protocols and safety equipment checklist with the project team, confirming that all necessary items are accounted for and properly secured
Step 2: Conduct a Final Safety Walkthrough of the Site
• Conduct a final safety walkthrough of the site, checking for any remaining hazards, unsecured materials, or safety risks
• Use the checklist to confirm that all safety equipment is in place
Step 3: Remove and Store Safety Equipment Properly
• Remove and store all safety equipment properly, following standard handling procedures for items such as guardrails, warning signs, harnesses, and protective gear
Step 4: Inspect Work Areas for Any Remaining Hazards
• Inspect all work areas for any remaining hazards or safety risks, confirming that the site is fully secure
• Address any identified issues immediately to prevent accidents
Step 5: Confirm Completion of Safety Check with Project Manager
• Confirm the completion of the final safety check with the project manager, obtaining their approval before finalizing the project closeout
Step 6: Communicate Safety Check Results to Project Team
• Communicate the results of the final safety check to the project team, confirming that all safety protocols are followed and that the site is clear of equipment
Step 7: Document Final Safety Check and Equipment Removal in Records
• Document the final safety check and equipment removal activities in the project records, including safety checklists, photos, and team member sign-offs
Conduct a project debrief with the roofing team to review successes and areas for improvement
Step 1: Schedule Project Debrief with Roofing Team
• Schedule a project debrief meeting with the roofing team, confirming the date, time, and agenda
• Ensure that all key team members are available to participate
Step 2: Prepare Debrief Agenda and Key Discussion Points
• Prepare a debrief agenda focusing on key discussion points, such as project successes, challenges encountered, areas for improvement, and lessons learned
Step 3: Review Project Performance and Key Milestones
• Review the project performance with the team, highlighting key milestones, accomplishments, and quality standards achieved
• Use data and metrics to support the discussion
Step 4: Identify Areas for Improvement and Collect Team Feedback
• Identify areas for improvement based on the project experience, collecting feedback from the team on challenges faced, process efficiencies, and safety protocols
Step 5: Develop Action Items and Recommendations for Future Projects
• Develop action items and recommendations for future projects based on the team’s feedback, focusing on areas such as communication, scheduling, and resource management
Step 6: Communicate Debrief Summary and Recommendations to Project Manager
• Communicate the debrief summary and recommendations to the project manager, confirming that key action items are documented and aligned with company objectives
Step 7: Document Debrief Summary and Feedback in Project Records
• Document the debrief summary and team feedback in the project records, including key takeaways and recommendations for future improvements
Archive all project documents and records related to roofing work
Step 1: Compile All Project Documents for Archiving
• Compile all project documents and records related to the roofing work, including reports, photos, inspection records, contracts, and client communications
Step 2: Organize Documents by Category for Easy Reference
• Organize the project documents by category, such as inspections, warranties, financials, and communication records, to facilitate easy reference in the future
Step 3: Verify Completeness and Accuracy of Project Records
• Verify the completeness and accuracy of all project records with the project manager, addressing any missing or incomplete items
Step 4: Store Digital Copies in the Company’s Project Management System
• Store digital copies of all project documents in the company’s project management system, ensuring that they are securely backed up and accessible to authorized personnel
Step 5: File Physical Copies of Key Documents in Company Archive
• File physical copies of key project documents in the company’s archive, following standard filing protocols for records retention and access
Step 6: Communicate Archiving Completion to Project Team
• Communicate the completion of the archiving process to the project team, confirming that all records are securely stored and accessible as needed
Step 7: Update Project Status to “Closed and Archived” in CRM
• Update the project status to “Closed and Archived” in the CRM, noting the completion of the archiving process and the secure storage of records
Ensure all financials are settled and final invoices for roofing work are sent to the client and insurance company
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 Client and Insurance Company
• Prepare final invoices for the client and insurance company, detailing all completed work, materials used, and any additional charges
• Include a clear breakdown of costs
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 Client and Insurance Company
• Send the final invoices to the client and insurance company, following the specified submission process (e.g., email, postal service, or portal)
• Confirm receipt of invoices by both parties
Step 7: Communicate Final Invoice Submission to Client and Team
• Communicate the submission of the final invoices to the client and project team, providing a summary of the invoices and any key details
• Address any remaining client questions or follow-up requests
Step 8: 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 client and insurance company
Step 1: Compile All Closeout Documents for Client and Insurance Company
• Compile all closeout documents required for the client and insurance company, including final inspection reports, warranty information, completion certificates, and photos
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
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 Client and Insurance Company
• Send the final invoice and closeout documents to the client and insurance company, following the specified submission process (e.g., email, postal service, or portal)
• Obtain confirmation of receipt from both parties
Step 5: Communicate Final Submission Status to Client and Project Team
• Communicate the status of the final submission to the client and project team, confirming that all documents have been sent and acknowledged
• Address any remaining client or insurance company questions
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 client communications
• Confirm that all records are accurate and complete
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